To define the procedure for preventive maintenance of production equipment.


This procedure is applicable for preventive maintenance of production equipment.


This procedure is applicable for preventive maintenance of production equipment.


Mechanical Engineer


Engineer Head


Attachment I – Preventive maintenance schedule

Attachment IІ – Preventive maintenance logbook

Attachment III – Executed works logbook


The maintenance is carried out regularly for the assurance of continued work of the equipment and the safety of the operation.

Preventive maintenance is carried out mostly on weekends or any other day as long as it doesn’t affect Production.

Preventive maintenance is performed as per the approved schedule (Attachment – I)


The maintenance should be performed by the staff of the Engineering department. If there is no possibility to assure the appropriate maintenance of some specific equipment, outsourced organizations, which specialize in the specific equipment, must be involved.

The record for maintenance performance should be indicated in the equipment logbook and in the Preventive maintenance equipment logbook (Attachment – II). Work done shall be recorded in Executed works logbook (Attachment-III).


Daily maintenance includes checking the uniformity of equipment units and gaskets, protection devices, the presence of guard fences, the uniformity of electrical wires and plugs, air flue, steam pipelines, and water pipelines. The check is performed only for the equipment that is specified in the production department request, by the operator before the start of the activity. If any non-conformities are found, the operator should not switch on the equipment till the nonconformities are corrected.  Then the activity entry in the Equipment Log Book shall be made, which confirms that the daily maintenance has been performed.

Monthly maintenance includes the  following activities:

– Checking of technical conditions of wearing nods and detail with a minimum of disassembling and assembling works;

– Replacement of details that cannot function till the next scheduled maintenance;

– Maintenance of lubrication, cooling, and heating system;

– Checking the status of the drive, fasteners, gear unit, chain and other types of gears, bearings, gland seals, safety and protection device;

– Checking of the inter-repair maintenance quality;

– Clarification of the scope and timing of the next scheduled maintenance.

– Monthly maintenance is conducted without interference in the production process (during technical breaks, between shifts, and not during working time). It shall be conducted by engineering and technical department employees according to the confirmed preventive maintenance schedules.

Quarterly maintenance includes the following activities:

– Partial disassembling of the machine, disassembling of the most worn and the dirtiest nods into component parts, washing and cleaning them, inspection and cleaning of other nods;

– Checking of openings between stringer beads and liners, replacement of worn liners, regulation or replacement of worn bearings, replacement of worn gear wheels, trimming of rough edges on gear wheels’ teeth, trimming of tearings, scratches, and dints on sliding surfaces;

– Replacement of worn details that cannot last till the next scheduled maintenance;

– Maintenance and washing of lubrication, cooling, heating system, changing of old lubricant;

– Discovering the details that need to be replaced during the next average or general maintenance.

– Quarterly maintenance is performed by engineering and technical department employees according to the confirmed preventive maintenance schedules.

Yearly maintenance includes the following activities:

– Checking all details of machines with partial disassembly;

– Repair of separate nods with replacement of the details, the wear of which exceeds the acceptable limits as per  manufacturing specifications or norms;

– Checking and replacing worn ropes, chains, belts, etc.;

– Cleaning all bearings, scheduled replacement of ball, roller bearings, and sleeve bearings;

– Checking and washing reduction gears;

– Trimming of damaged surfaces, dints, and rough edges;

– Checking and replacing worn gaskets, seals, and fasteners;

– Repair or replacement of worn-out valves;

– Painting of machine parts, if necessary;

– Checking mounting assemblies and mechanisms, regulation, and testing of the unit idle and under production load.

– Yearly maintenance is performed by engineering and technical department employees according to the confirmed preventive maintenance schedules.

General maintenance needs to be done depending on equipment manufacturer recommendations and it includes:

– Complete disassembling of all machine nods in detail;

– Replacement of all worn nods and details or their restoration bringing to the sizes that are established by manufacturing specifications;

– Thorough inspection, alignment, and balancing of nods and equipment details;

– Trueing of the bedplate and frame of the machine together with sole, base stand, and  supporting structure  repair, if necessary;

– Inspection, cleaning, and repair of air flues, ducting with installed valves and piping;

– Debugging and regulation or replacement of  all automatic control and handling equipment;

– Maintenance of protective devices, insulation, and lining as per new equipment specifications;

– Painting of separate parts or the whole machine, if necessary;

– Comprehensive inspection, regulation, and testing idly and under production load.

– Equipment modernization can be done during general maintenance. It is carried out for performance characteristics improvement, technical improvement, or for production technological problems solution.

Take all safety precautions before preventive maintenance work.


Distribution list  – Engineering Department & Production Department

Revision of History :

Preventive maintenance logbook 

  1. Equipment name
  2. Equipment location
  3. Equipment number
  4. Preventive maintenance date
  5. The signature of preventive maintenance actual doer
  6. The signature of the person who checked preventive maintenance

Preventive maintenance schedule

  • Equipment Name
  • Equipment number
  • Installation location
  • Month___________year

About Pharmaceutical Guidanace

Mr. Shiv Kumar is the Author and founder of pharmaceutical guidance, he is a pharmaceutical Professional from India having more than 14 years of rich experience in pharmaceutical field. During his career, he work in quality assurance department with multinational company’s i.e Zydus Cadila Ltd, Unichem Laboratories Ltd, Indoco remedies Ltd, Panacea Biotec Ltd, Nectar life Science Ltd. During his experience, he face may regulatory Audit i.e. USFDA, MHRA, ANVISA, MCC, TGA, EU –GMP, WHO –Geneva, ISO 9001-2008 and many ROW Regularities Audit i.e.Uganda,Kenya, Tanzania, Zimbabwe. He is currently leading a regulatory pharmaceutical company as a head Quality. You can join him by Email, Facebook, Google+, Twitter and YouTube

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