← Equipment management glossary
Also called: condition assessment, equipment inspection report.
The inspection sheet used a ten-point scale. One fitter graded the drill a 6 and another a 7. The month after that, somebody wrote 6.5.
Anything beyond three or four states stops being applied consistently. A coarse grade used the same way by everyone is worth more than a fine one used differently by each person.
Four states, and the decision each one makes
The states are worth choosing so that each maps to something you would actually do.
Usable
In service. Nothing to decide.
Usable, needs attention
Still works, but something has been noticed. This is the state that earns the scale its keep, because it is the one that lets you act early.
Not usable
Out of service until repaired. Whether it can still be booked is a policy decision worth making explicitly.
Retired
Gone from operations, and the register updated to say so.
When to produce one
Four moments are worth capturing: at acquisition, so you have a baseline; at handover in both directions, which is what settles damage questions; after any incident; and on a schedule for equipment where deterioration is gradual and safety-relevant.
Scheduled inspections are where condition reporting earns its keep for regulated equipment — lifting gear, electrical, medical devices — because the report is the compliance evidence.
The value is in the sequence
A single condition report tells you almost nothing. Five of them across eighteen months tell you whether an item is stable or declining, and declining equipment is what you want to catch before it fails in use.
This is also the cheapest available input to replace-or-repair decisions: an item with three condition downgrades and a rising repair spend is making the argument for you.
What goes wrong without it
Without dated condition history, deterioration is only noticed at the point of failure — which is usually the moment the equipment was needed.
How Itefy handles it
Itefy tracks condition per item with a changelog, so every downgrade is dated and visible alongside the item's issues, repairs and usage. Read more.