Preventative maintenance work sheet

• Customer

• Site Address

• Post code

• Site Number

• Date of Inspection

  Date

• Inspected by

• Site reference (if applicable)

Preventative Maintenance and Safety Check

• Type of System

  Swing Gate

  Sliding Gate

  Barrier

  Roller shutter

• Control Panel Make/Model

• Operator Make/Model

• Loop Fitted

  Yes

  No

• Loop Type

  Select Entry Exit Safety

  • Entry
  • Exit
  • Safety

• Safety Beams

  Yes

  No

• Make and Model

• Warning lights fitted

  Yes

  No

• Warning lights

  240v

  24v

• Safety Edges fitted

  Yes

  No

• Safety edge Locations

  Select Vertical (second to close) Vertical (First to close) Horizontal Front (second to close) Horizontal (first to close) Other

  • Vertical (second to close)
  • Vertical (First to close)
  • Horizontal Front (second to close)
  • Horizontal (first to close)
  • Other

• Signs fitted

  Yes

  No

• Length of opening (mm)

• Fire Drop Unit

  Yes

  No

• Provide details

• Radio transmitter

  Yes

  No

• Provide details

• Digital Keypad?

  Yes

  No

• Provide details and codes

• Touch/card/fob

  Yes

  No

• Details

General Maintenance Checklist

• Any physical defects or problems?

  Yes

  No

• Lube or grease all moving parts

• Clean and inspect safety beams for any cracks or damage

• Check safety edges for wear and stretching

• Check signage

• Check mechanical clearances and running tolerances including ground and chassis clearance

• Check physical stops at each end of travel of gates/barrier arms. Are there any signs of damage or over-run to report?

• Carry out visual checks of underground loop chases for erosion of sealer. Is seal damaged?

• Check supporting structures, hinges, bearings etc.

• Check electric cables and conduit.

• Check Manual release

• Test safety edges by depressing each. Ensure the equipment immediately stops or stops and return to the open position

• Operation of fire switch OK?

  Yes

  No

• Why?

• Photo

  Media

• Is the condition of the gate controller housing ok?

  Yes

  No

• Provide details

• Gate/Barrier/Shutter Runners and Rollers ok and free from grinding or binding?

  Yes

  No

• Provide details

• Defects/Issues

Key Type

• Is there a means to isolate any magnetic locks?

  Yes

  No

  N/A

• Suggestion to add a Keyswitch for emergency manual release operation, Type and location

• Photo

  Media

• Key Type

• Key Number

• Key box available

  Yes

  No

• Manual Key in box

  Yes

  No

• Manual instructions in box

  Yes

  No

• System complies with current Machinery Regulations, HSE notifications and DHF Codes of Practice

  Yes

  No

• Supply details

Electrical Check

• Does electrical installation appear sound, safe and in reasonable condition

  Select Yes No

  • Yes
  • No

• Supply details

• Photo

  Media

• Correct containment used

  Yes

  No

• Details

• Means of isolation safe and accessible?

  Yes

  No

• Details

• All wiring at barrier / gate checked for loose or badly made connections

  Yes

  No

• Details

• Additional Information

• Risk assessments and method statements must be carried on all sites to ensure that the risk of injury or fatality is eliminated to users or members of the general public as a result of system design
  
  The Provisions and Use of Work Equipment Regulation (PUWER) requires that Powered machinery is regularly maintained every six months.
  
  MAINTENANCE PROCEDURES - POWERED/AUTOMATIC GATES
  
  Regular preventative maintenance helps to prolong the system and will conserve reliability.
  
  During each Planned Preventative Maintenance service WE shall perform the following work:
  
  · Check and record the equipment, its condition and oil levels
  · Take photographs of the equipment to highlight problems and to aid reporting of defects
  · Compliance assessment - Carry out a survey to highlight any areas of concern and offer appropriate recommendations for improvement
  
  Note: If the gate system is deemed to be unsafe, then We shall switch off power and issue a Condemned letter as per Health and Safety Executive, GATESAFE and Door and Hardware Federation advice and guidance as the liability of a unsafe gate rests with the last person to service the system

Risk Diagram identifying numbers and assessment

• Type of System

  Swing Gate

  Sliding Gate

  Folding Gate

  Barrier

  Roller Shutter

• 

• All risks currently accounted for?

  Yes

  No

• Engineer name and signature

  Sign

• Risk identifying numbers and proposed means of control

• Enginneer Name and Signature

  Sign

• 

• All risks currently accounted for?

  Yes

  No

• Engineer Name and Signature

  Sign

• Risk identifying numbers and proposed means of control

• Engineer Name and Signature

  Sign

• 

• Are all risks currently accounted for?

  Yes

  No

• Engineer Name and Signature

  Sign

• Risk identifying numbers and proposed means of control

• Engineer Name and Signature

  Sign

• 

• All risks currently accounted for?

  Yes

  No

• Engineer Name and Signature

  Sign

• Risk identifying numbers and proposed means of control

• Engineer Name and Signature

  Sign

• 

• All risks currently accounted for?

  Yes

  No

• Engineer Name and Siganture

  Sign

• Risk Identifying numbers and suggested means of control

• Engineer Name and Signature

  Sign

• Additional comments

• Asset Condition

  Very Poor

  Poor

  Good

  Very Good

• Switch System Off!

• Engineer Name

  Sign

• Does system require switch off?

  Yes

  No

• Switch System Off!

• Engineer Name and Signature

  Sign

• Estimated life expectancy years?

• Estimated life expectancy years?

  Yes

  No

  N/A

• Asset Motor(s)

• Asset Age

• Asset Condition

  Very Poor

  Poor

  Good

  Very Good

• Switch System Off!

• Engineer Name

  Sign

• Does system require switch off?

  Yes

  No

• Switch System Off!

• Engineer name

  Sign

• Estimated life expectancy years?

• Estimated life expectancy years?

  Yes

  No

  N/A

• Yes

  No

  N/A

• Asset Control Equipment

• Asset Age

• Asset Condition

  Very Poor

  Poor

  Good

  Very Good

• Switch System Off!

• Engineer Name

  Sign

• Does system require switch off?

  Yes

  No

• Switch System Off!

• Engineer name

  Sign

• Estimated life expectancy years?

• Estimated life expectancy years?

  Yes

  No

  N/A

• Yes

  No

  N/A

Overall condition / Performance of system / additional information

• Any additional photos

  Media

• Recommendations (list items you would recommend)

• Engineer

  Sign

• Client representative (if available)

  Sign

• As the person in control of the gate, you have a legal duty of care to users and visitors to the premises (including trespassers).
  If the gate is not safe, any party injured by the gate is likely to be able to sue for damages.
  
  If you have insurance covering such risks, your insurance contract is likely to oblige you to disclose any material facts to your insurer including, in such case that the gate is not considered safe.
  
  If the gate is part of an undertaking, the person in control of it will have additional duties under Section 3 of the Health and Safety at Work Act 1974.
  
  If the premises are also a workplace, there are specific duties under the Regulation 18 of the Workplace (Health, Safety and Welfare) Regulations 1992, as well the general duty imposed by Section 2 of the 1974 Act.
  
  Failure to meet the duties imposed by health and safety legislation can result in criminal proceedings in line with the possibility of unlimited fine at Crown Court.