Quick answer
Keep an asset record for each detector and a dated service record for every intervention. Record the exact model and version, serial number, location, target gas, controller channel, observed condition, test method, results before and after work, corrective actions and responsible personnel. Attach supporting reports and document unresolved defects, the next review date and authorization to return the equipment to service.
Start with a traceable asset register
A maintenance record should identify one physical detector, not merely a room or purchase order. Keep a permanent asset tag and link each service visit to it. When a detector is replaced, retain the previous serial number and create a dated link to the replacement; do not overwrite its history.
Record the detector model, documented hardware or firmware version, serial number, target gas, range and units, installation date, location, controller model and channel. Attach the applicable manual revision and nameplate photograph. Mark unavailable information as unknown and request confirmation instead of inferring the version from appearance.
Use this maintenance record checklist
Use the following fields in a spreadsheet or maintenance system. Record what was actually checked; a blank field must not imply a pass.
- Visit identity: date, time, work order, asset tag, technician and responsible site representative.
- Reason for work: scheduled inspection, reported alarm, fault, damage or replacement; include the event time and original observations.
- As-found condition: displayed reading and units, fault message, controller status, visible damage, contamination and environmental observations such as moisture or washdown exposure.
- Procedure: approved method and revision, test scope, acceptance criteria and any checks that could not be completed.
- Test references: equipment identifiers and applicable calibration status; for gas testing, gas identity, concentration, cylinder or batch reference, expiry and certificate reference.
- Results: readings before and after adjustment, observed gas response, local indication, controller channel and authorized output checks, each with its own outcome.
- Work performed: approved adjustments, cleaning or parts replaced, with part identity and the new serial number where applicable.
- Close-out: remaining defects, action owner, due date, supporting attachments, next planned review and return-to-service authorization.
Keep different checks separate
A powered display or successful communication does not establish that the sensor responds correctly to gas. A calibration entry also does not prove that the intended fan, valve or remote indication operated. Record these outcomes separately under the approved test procedure.
MSA's calibration documentation illustrates the value of retaining as-found and as-left readings. This is a useful recordkeeping principle, not evidence that a UTAI detector stores these values automatically or uses the same calibration procedure.
| Record type | Evidence to retain | Do not infer |
|---|---|---|
| Visual inspection | Condition, location and dated observations | Verified gas sensitivity |
| Gas response or calibration | Method, reference gas and measured results | Every downstream output tested |
| System functional test | Point-to-panel mapping and observed output actions | Measurement accuracy established |
Make contractor handover usable in Malaysia
Ask the maintenance contractor to return records using the factory's asset tags and controller channel names. Specify the report format and attachments in the purchase order so the EHS team, facilities team and purchasing staff receive the same evidence. Agree who retains originals and who follows up unresolved items.
Set review dates using the applicable manufacturer instructions, site risk assessment and service history; this checklist does not prescribe a universal interval or legal retention period. If an alarm or suspected leak occurs, follow the site emergency procedure first. Record collection must not delay the response.
UTAI's maintenance guide covers broader maintenance planning; its testing and commissioning guide explains system checks. For an installed GTYQ-UTCD01, request documents bound to that unit's version. Send relevant records through the agreed support channel, excluding unrelated personal information and confidential site details.
Project worksheet
Download the blank English worksheet (CSV)
A documentation aid, not a test procedure, approved design or acceptance certificate.