A complete, well-structured machine registry is the foundation of safe and compliant operations. In PROESTIMA.IO you can add machines, capture all key identifiers, attach photos and documentation, and assign each asset to the right place in your organization. This guide walks you through the essential steps and shares tips to keep your database accurate, audit-ready, and useful for daily work.
Machinery Safety – Why structure matters
- Faster audits and inspections: Everything is easy to find and prove.
- Better risk control: Clear identification ties hazards, actions, and checklists to the right asset.
- Consistent operations: Teams share one source of truth across plants, halls, and departments.
Step-by-step: adding a machine in PROESTIMA.IO
- Create or select the contractor
- Pick the contractor (client) you manage. If needed, add a new contractor and set their industry and category to keep reporting tidy later.
2. Map the location hierarchy
- Add or select the production facility (plant), then the hall and department. Assigning the machine to a precise location mirrors your real-world structure and simplifies audits and maintenance coordination.
3. Add the machine record
- Enter core identifiers:
- Manufacturer (choose from the built-in database)
- Model and machine type (use the machine type database for consistency)
- Serial number and any internal asset ID or tag
- Power sources (e.g., electrical, pneumatic, hydraulic)
- Descriptive name and short description for easy recognition
4. Attach machine documentation
- Upload technical files in the formats you already use: PDF, DOCX, XLSX, CAD, and more.
- Group typical documents such as manuals, circuit diagrams, CE declaration, conformity assessment evidence, and maintenance instructions.
- Generate a QR code for any file that operators or auditors must access at the machine. Place the printed label on the machine in a protected, visible spot.
5. Add machine photos
- Capture the nameplate (serial number and ratings), full front/side views, guards and interlocks, control panel, emergency stops, and any special tooling.
6. Enrich details for traceability
- Add tags like commissioning date, supplier, and relevant standards or legal references if applicable.
- Link known hazards or previous findings, if you’re migrating data from spreadsheets.
7. Connect compliance workflows
- Start a Risk Assessment aligned with EN ISO 12100 and the Machinery Directive:
- Add hazards and detailed descriptions
- Define risk-reduction measures and required actions
- Estimate risk and sort hazards by risk level to prioritize work
- Assign responsible persons and due dates; track to closure
- Add checklists to verify essential or minimum requirements, or your internal rules.
- If needed, manage the effort as a project: assign team members, monitor status, and close when all actions are done.
8. Reuse templates and accelerate with AI
- Use templates for recurring machine types to standardize assessments and checklists.
- Provide a short hazard description and let AI help prefill hazard details, measures, and conclusions. Review and adjust for accuracy.
Best practices for a high-quality registry
- Verify serial numbers: Cross-check against the nameplate photo and delivery documents.
- Standardize entries: Use the built-in databases for manufacturers, machine types, and standards to avoid duplicates.
- Keep evidence current: Replace outdated manuals and mark superseded versions clearly.
- Label with QR codes: Give operators instant access to the latest approved documentation.
- Tie actions to the asset: Every corrective action, checklist finding, or note should reference the machine record.
With PROESTIMA.IO, building and maintaining a complete machinery registry is straightforward. You’ll gain the visibility, control, and proof you need to manage machinery safety, demonstrate compliance, and keep your operations efficient and audit-ready.