How to Ensure the Authenticity of Daily Maintenance Records for Air Supply Ceilings
1. Focus on the Core: The 3 Immutable Rules of GMP for “Authenticity”
The record must be consistent with the actual operation – If not done, do not write; if done, write it.
The record must be filled out immediately upon occurrence – No backdating, no filling in later, no fabrication.
Who operated, who recorded, who signed – No proxy signatures, no unauthorized signatures.
2. 7 Practical Measures to Ensure Authenticity
1. Must be recorded immediately on-site
Measure pressure difference → Record immediately
Cleaning completed → Record immediately
Check completed → Sign immediately
Prohibited: Finish and then fill in uniformly, fill in at the office later, fabricate
2. Prohibit proxy filling, proxy signing, proxy copying
Who performs the maintenance, who fills in with their own hand / personal account
Signature must be the person’s own
Prohibited: “Help me sign” “Shift leader signs uniformly”
3. Prohibit pre-writing, post-filling, batch fabrication
Do not allow writing records for several days in a row
Do not allow completing all records at the end of the month
If there is a missed record, only note:
“Did not record in time, have verified the on-site status”, and sign + date
4. Data must be reasonable and logical
Pressure difference: Gradually increase over time, cannot remain unchanged for a long time, cannot fluctuate suddenly
Replace the filter → Pressure difference must decrease
Clean the diffuser → There should be corresponding records
Abnormal → Handle → Verify, must be closed-loop
5. Records must not be randomly altered or covered
If written incorrectly, only: single line erase → rewrite → sign + date
Prohibited: correction fluid, scratching, re-copying, tearing pages
Electronic records: modification traceable, cannot be deleted, traceable
6. Implement three-level review / inspection
Operator self-check: Is it true, was it recorded on-site
Supervisor review: Weekly compare the records with the on-site situation
QA / Quality Audit: Monthly check handwriting, time, data authenticity
7. Even during downtime / shutdown, records must be recorded truthfully
Equipment shutdown → Write: “Equipment is shut down, not maintained”
No blanks, no skipping
Blank = Inauthentic, Incompliant
3. The Simplest and Audit-Proof 3 Golden Standards (Can be written into SOP)
Do it on-site, record it on-site, do not backdate
Who operated, who records, do not proxy-sign
Data is authentic, logical closed-loop, can be reviewed