Construction plant records: make hired and owned equipment handovers clear

Keep hired or owned site plant handover in AxiomBlue’s asset register

1. In AxiomBlue on Basic or Professional, add the plant’s actual identity, serial/model and current Location to the asset register. Use Notes for the supplier/hire reference and which party is responsible under the arrangement.
2. Record the defect, relevant assessment references and next action in the asset notes or associated job records. Set Status appropriately when it is withdrawn; retain evidence through your controlled document process and paid uploads where used.
3. Review custody and the site handover before checking the item out or back in. Record the condition on return and confirm responsibility for unresolved faults separately; the register does not decide the hire contract’s obligations.

Identify the item and the hire responsibility

Use the equipment ID and supplier or owner reference, with the site and responsible contact. Confirm which maintenance and inspection tasks belong to which party under the arrangement. Do not infer ownership or responsibility from who entered the item in the software.

Keep evidence with the item through the site handover

Retain applicable instructions and the inspection, maintenance or other relevant documents through your controlled process. Record the date, assessment and next action owner. A generic “checked” note should not stand in for the required evidence.

• Plant ID and supplier or owner
• Hire and responsibility references
• Instructions and relevant evidence
• Reported faults and action taken
• Assessment, next owner and return reference

Rehearse a fault reported before the next stage

Illustrative case: a hired compactor has a reported defect before another crew needs it. Follow the actual withdrawal and supplier process, record the issue and review how replacement affects the stage. Keep a booking for replacement separate from confirmation that suitable equipment has arrived.

Keep the record separate from permission to use the equipment

Use manufacturer instructions and the applicable competent assessment to decide inspection, maintenance and return to service. Follow your process for isolating or withdrawing unsafe equipment; a software status is not a physical control. Check requirements with the relevant state or territory authority where needed.

AxiomBlue Basic and Professional include an asset register with equipment identity, notes, status and custody history. Keep fault and service references in the asset notes or the relevant job and document records, then update the status through your process. Test how the evidence can be found before adopting the setup. Uploads need a paid plan. Do not assume sensor readings, live equipment location or a repair decision is supplied automatically.

Sources: Safe Work Australia: plant and equipment