To ensure the accuracy of the daily maintenance records of the air supply ceiling, a full-process control mechanism should be established from the three dimensions of “standardization before recording, standardization during recording, and verification after recording”, to avoid data distortion, omission or tampering. The specific measures are as follows:
1. Before recording: Uniform standards, clear requirements
– Develop standardized record templates
– The templates should include mandatory items (such as equipment information, maintenance time, pressure difference data, operators, etc.), reducing free-form filling items to avoid information loss due to inconsistent record formats.
– Key data items should be marked with filling norms, for example: pressure difference values should be precise to 0.01 kPa, time should be precise to hours/minutes, and equipment status should be selected as “normal / abnormal” rather than vague descriptions.
– Templates are version-managed (such as daily inspection forms, monthly filter maintenance forms, quarterly sealingity detection forms), and are associated with other records of the cleanroom operation system (such as cleanliness detection reports).
– Conduct specialized training for operators
– Training content includes: record filling norms, reading methods for key data (such as correct reading posture of the pressure difference meter), and description standards for abnormal situations (such as “fan abnormal noise” requires specifying “low-frequency humming / high-frequency piercing sound”).
– Clearly define record responsibilities: Emphasize “who operates, who records, who is responsible”, prohibit filling, supplementing records, and avoid data errors due to memory deviations.
2. During recording: Real-time recording, standardized operation
– Adhere to the principle of “real-time on-site recording”
– Maintenance operations and record keeping should be synchronized; prohibit “maintaining first, then supplementing records”. For example, when reading the filter pressure difference, fill in the value on the ledger on the spot instead of taking a photo and then organizing it in the office.
– For abnormal situations, detailed descriptions + supporting evidence are required: If the diffuser seal is not tight, record “leakage location (XX area ceiling joint) / leakage degree (slight leakage / obvious leakage)”, and attach a site photo and mark the photo number if necessary.
– Ensure the accuracy of data collection
– Calibration of measuring tools should be carried out regularly: Pressure difference meters, dust particle counters, etc. should be used within the valid period, and the calibration certificate number should be recorded in the ledger to avoid data errors due to inaccurate tools.
– Data reading requires double-person verification: For key parameters (such as the final resistance of the high-efficiency filter), two operators can read and record separately to ensure consistency of the values; if there is a deviation, it should be immediately verified for tools or detection methods.
– Standardize the use of record carriers
– Paper records: Use waterproof, non-abrasive dedicated record pens, with clear and legible handwriting. Marked areas for alterations should be signed and the reason for modification noted. Large-scale smearing is prohibited.
– Electronic records: Set operation permissions (such as read / edit / review permissions), and the modification traces can be traced; regular backups of electronic ledgers are made to prevent data loss or tampering.
3. After recording: Audit verification, closed-loop management
– Establish a multi-level audit mechanism
– First-level audit: Self-inspection by operators, confirming that there are no omissions in the records and no contradictions in the data (such as “filter pressure difference exceeds the standard” requires corresponding “replacement plan”, not marking “normal”).
– Second-level audit: Daily random checks of ledgers by operation supervisors, focusing on verifying whether the “handling measures for abnormal records” are closed-looped (such as whether the faulty equipment has been repaired and verified after repair).
– Third-level audit: Quality department conducts record audits regularly (such as monthly), comparing maintenance records with equipment operation data (such as fan operating time, inspection results of cleanliness), verifying the consistency of the data.
– Achieve record traceability
Ledgers should be classified and archived by “year – area – equipment number”, and paper ledgers should be stored in moisture-proof, pest-proof filing cabinets, and cloud-based backups + local backups are used for insurance against data loss or tampering. Each record must contain a unique trace code, along with information such as maintenance personnel, testing tools, and handling measures, to facilitate the subsequent traceability of issues (for example, when the cleanliness exceeds the standard, the filter pressure difference record for the corresponding period can be quickly retrieved).
Regularly review and optimize the record system
Conduct monthly maintenance record review meetings to count the common problems in the records (such as missing items, data errors), and optimize the templates or provide targeted training based on this.
According to industry regulations or customer audit requirements, dynamically adjust the content of the records (such as adding records of filter supplier qualifications, hazardous waste disposal number records).
المبدأ الأساسي
The accuracy of maintenance records essentially means “the true reflection of maintenance actions”, and it is necessary to avoid fabricating data just to “meet the standards”. Only when the records truly reflect the equipment status can they provide a reliable basis for subsequent maintenance strategy optimization and fault troubleshooting.