The productivity and growth of an organization largely depend on the health of its assets. If a printer that refuses to print is already a headache for someone repeatedly turning it off and on with no success, imagine the economic (and morale) impact of an industrial machine coming to a halt. The good news is that these situations can be avoided. All it takes is a detailed record of each asset’s activity—and that’s exactly what equipment maintenance logs are for.
At their core, equipment maintenance logs store all the information related to an asset’s maintenance and activity. They ensure that all equipment functions properly, minimize downtime, and extend asset lifespan. These logs can be kept in a spreadsheet, a dedicated software solution, or as part of an IT Asset Management (ITAM) system.
But what exactly should they include? And how do you create one? In this blog post, we’ll break it down in a simple, practical way so you can consider adding this tool to your maintenance strategy.
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What is an equipment maintenance log?
An equipment maintenance log is a structured record that tracks the upkeep, repairs, and scheduled maintenance of assets. It’s also the result of a maintenance strategy that ensures everything runs smoothly, keeps assets in top shape, and avoids unexpected breakdowns. But how companies manage these logs can vary wildly, and not all methods are created equal.
Some businesses still stick to old-school paper records or spreadsheets. It might seem like a straightforward approach. But paper logs can get lost, damaged, or forgotten in a drawer, while spreadsheets become a chaotic mess the moment multiple people need to update them. There’s really no excuse to not move to a better system.
Others use dedicated maintenance tracking software, which helps but often doesn’t scale well. That’s why many organizations track maintenance directly in their IT Asset Management (ITAM) platforms. ITAM systems don’t just log maintenance; they automate schedules, send alerts, and provide real-time insights into asset health. Instead of reacting to problems, IT teams can stay ahead of them.
Types of equipment maintenance log
There are many different types of equipment maintenance logs, each serving a specific purpose within an asset maintenance strategy. Here’s a breakdown of the most common ones:
1. Preventive maintenance log
This log tracks routine, scheduled maintenance to keep assets in top condition and prevent failures before they happen. It includes things like software updates, security patches, and hardware inspections. Organizations that follow proactive IT strategies rely on preventive maintenance logs to reduce downtime and extend asset lifespan.
Recommended reading
The ABC of Preventive Maintenance: Scope, Types, and Process
2. Corrective maintenance log
Also known as a repair log, this records maintenance that happens after an issue has been detected. IT teams use it to track system failures, unexpected breakdowns, and emergency fixes. While reactive maintenance isn’t ideal, having a well-maintained corrective maintenance log helps IT teams identify recurring issues and improve problem resolution over time.
3. Predictive maintenance log
This type of log is used in data-driven IT environments where maintenance is scheduled based on real-time asset performance rather than fixed intervals. IT teams leverage monitoring tools, AI, and analytics to predict when an asset is likely to fail and schedule maintenance accordingly. This approach minimizes downtime and optimizes costs by servicing equipment only when necessary.
4. Asset lifecycle maintenance log
This log tracks an asset’s maintenance history from acquisition to retirement. It helps IT teams plan for future upgrades, replacements, and decommissioning. By keeping a clear record of maintenance over time, organizations can make informed decisions about IT investments and optimize asset utilization.
Recommended reading
IT Asset Lifecycle Management: The 9 Stages to Manage Your IT Assets
5. Compliance maintenance log
Certain industries—like healthcare, finance, and manufacturing—require strict compliance with regulatory maintenance standards. These logs ensure that all maintenance activities meet legal and industry-specific requirements, helping organizations avoid fines, audits, or security risks.
6. IT-specific maintenance log
Unlike traditional maintenance logs used for machinery or vehicles, IT-specific logs focus on hardware and software maintenance. This occasionally includes Patch Management, server maintenance, firmware updates, and network checks. IT teams often integrate these logs into IT Asset Management (ITAM) platforms to automate tracking and reporting.
How to create an equipment maintenance log in 6 steps
The key to creating an efficient and useful equipment maintenance log starts with a simple process. The truth is, each team can design its own workflow and logging system, which can lead to very different results. However, we’ve put together a standard six-step process to help you build your maintenance strategy from scratch.
1. Identify the assets to track
Start by listing the equipment, hardware, or IT assets that require maintenance. This could include servers, laptops, network devices, software applications, or any critical infrastructure. Make sure each asset has a unique identifier, such as a serial number or asset tag, to avoid confusion.
Recommended reading
How to Get a Unified IT Asset Inventory in 24 Hours
2. Choose a logging method
Decide where you’ll keep the maintenance log. While spreadsheets or paper records might work for small operations, they quickly become unmanageable. A better option is using software that centralizes data, automates tracking, and integrates with other IT workflows.
3. Define key information to include
A proper maintenance log should capture essential details such as:
- Asset details (name, model, serial number).
- Maintenance type (preventive, corrective, predictive, compliance-related).
- Scheduled maintenance dates.
- Performed maintenance and repairs.
- Assigned personnel or technician.
- Costs associated with maintenance.
- Asset status (active, under maintenance, decommissioned).
4. Set up a maintenance schedule
For preventive and predictive maintenance, establish a routine schedule based on manufacturer recommendations or performance monitoring. If using an ITAM system, set up automated alerts to remind IT teams when maintenance is due.
5. Log maintenance activities consistently
Every time an asset is serviced, updated, or repaired, record the details immediately. Consistency is key—missing entries can lead to unplanned downtime, compliance risks, or duplicate work. If using ITAM software, ensure that the log updates automatically when maintenance tickets are resolved.
6. Monitor and optimize the process
Review maintenance logs regularly to spot trends, recurring issues, or underperforming assets. This helps IT teams make data-driven decisions, optimize maintenance schedules, and determine when an asset should be replaced rather than repeatedly repaired.
Automate maintenance logs with InvGate
InvGate Asset Management: 5-minutes Demo
With InvGate Asset Management, maintenance logs are automatically generated, removing the hassle of manual record-keeping. When integrated with InvGate Service Management, setting up a maintenance workflow becomes effortless—every asset update, service request, and repair is tracked in real-time.
Features like health rules help IT teams set proactive maintenance triggers, QR code scanning makes it easy to access asset details instantly, and automated notifications ensure no scheduled maintenance is ever missed. This means fewer disruptions, improved asset performance, and a more efficient IT operation, saving both time and resources. You can contact our sales team for details or get our 30-day free trial.
Summing up
An equipment maintenance log is more than just a record—it's a proactive tool that helps organizations prevent breakdowns, extend asset lifespan, and optimize IT operations. Whether you're tracking maintenance manually or using software, the key is to stay consistent, automate where possible, and use maintenance data strategically.
By choosing the right type of log, setting up a clear process, and ensuring regular updates, IT teams can minimize downtime, improve efficiency, and make smarter asset management decisions. If you’re still relying on outdated methods, now is the time to upgrade your approach and bring maintenance tracking into the digital era.
