Equipment Inspection Records for COR Compliance#

Executive Summary#

Equipment inspection is a fundamental component of COR (Certificate of Recognition) compliance, falling under both hazard control and workplace inspection elements of the audit framework. For ICI subcontractors, this means maintaining documented inspection records for everything from personal fall arrest systems to powered equipment, hand tools to company vehicles. This guide explains what equipment inspections COR requires, how to structure documentation, and practical approaches to maintaining inspection programs across multiple job sites.

Equipment Inspections in the COR Framework#

Equipment inspection requirements appear in multiple COR elements:

Element 4: Hazard Control - Inspections ensure equipment used to control hazards (like fall protection) is functioning properly.

Element 8: Workplace Inspections - Regular equipment inspections are part of comprehensive workplace inspection programs.

Element 10: Emergency Preparedness - Emergency equipment (fire extinguishers, first aid kits, etc.) requires regular inspection.

During COR audits, evaluators review inspection records, verify inspection processes are actually followed, and may examine equipment to see if documented inspections match actual condition.

Types of Equipment Requiring Documented Inspections#

Personal Protective Equipment (PPE)#

PPE that workers rely on for protection requires regular inspection. For ICI subcontractors, this commonly includes:

Fall Protection Equipment

Full body harnesses
Lanyards (shock-absorbing and restraint)
Self-retracting lifelines (SRLs)
Anchorage connectors
Rope grabs and vertical lifelines

Fall protection equipment typically requires pre-use inspection by the worker and documented periodic inspection (often monthly or after any incident) by a competent person.

Respiratory Protection

Half-face and full-face respirators
Cartridges and filters
Powered air-purifying respirators (PAPRs)

Respiratory protection requires inspection before each use and documented maintenance records.

Other PPE

Hard hats (inspection for cracks, damage, UV degradation)
Safety glasses and face shields
Hearing protection
High-visibility apparel

Powered Equipment#

Equipment with motors, moving parts, or electrical components requires documented inspections:

Equipment Type	Typical Inspection Frequency
Aerial work platforms	Pre-use daily inspection
Forklifts/telehandlers	Pre-use daily inspection
Power tools	Pre-use inspection
Welding equipment	Pre-use and periodic
Compressors	Periodic maintenance inspection
Generators	Pre-use and periodic

Hand Tools#

While hand tools may not require the same level of documentation as powered equipment, COR auditors expect evidence that damaged or defective tools are removed from service:

Inspection criteria for common hand tools
Process for reporting defective tools
Evidence that defective tools are tagged out or disposed of

Vehicles#

Company vehicles used to transport workers and equipment require documented inspection programs:

Pre-trip inspection requirements
Maintenance records
Defect reporting and correction
Seasonal readiness (winter tires, etc.)

Emergency Equipment#

Emergency response equipment must be inspected and documented:

Fire extinguishers (monthly inspection, annual servicing)
First aid kits (regular content checks)
Eyewash stations (weekly inspection)
Emergency lighting
Spill response equipment

Documentation Requirements#

What Each Inspection Record Should Include#

For COR audit purposes, inspection records should capture:

Element	Purpose
Equipment identifier	Unique identification (serial number, asset tag)
Inspection date	Establishes when inspection occurred
Inspector name	Establishes accountability
Inspection criteria checked	Shows what was evaluated
Pass/fail status for each criterion	Documents findings
Overall equipment status	Confirms equipment is safe or deficient
Corrective action if needed	Documents response to deficiencies
Inspector signature	Authenticates the record

Creating an Audit Trail#

COR auditors may trace equipment inspection history to verify:

Inspections are occurring at required intervals
Identified deficiencies are being addressed
Equipment removed from service is not returned until repaired
Records are complete and contemporaneous

This requires organizing records so that the inspection history for any piece of equipment can be retrieved and reviewed.

Linking Equipment to Workers#

For PPE that is assigned to individual workers, documentation should track:

Which worker has which equipment
When equipment was issued
Inspection status of assigned equipment
Return and reassignment records

This prevents situations where a worker is assigned equipment that hasn't been inspected or has been flagged as deficient.

Equipment Inspection Programs by Category#

Fall Protection Inspection Program#

Fall protection equipment is critical safety equipment, and inspection requirements are stringent:

Pre-Use Inspection (by worker)
Workers should inspect their fall protection before each use, looking for:

Cuts, tears, or abrasions in webbing
Damaged or missing hardware
Proper function of buckles and D-rings
Evidence of chemical damage or contamination
Signs of impact loading (stretched shock absorber)

Formal Periodic Inspection (documented)
A competent person should conduct and document formal inspections:

Monthly during active use (some manufacturers recommend more frequently)
Before returning to service after storage
After any fall event or significant loading
After exposure to chemicals, heat, or other damaging conditions

Documentation should include:

Harness serial number or unique identifier
Date of manufacture and date of first use
Inspector qualifications
Specific inspection criteria and findings
Decision to keep in service, repair, or retire

Vehicle Inspection Program#

For ICI subcontractors with company vehicles, a vehicle inspection program typically includes:

Pre-Trip Inspections
Drivers complete documented inspections before operating vehicles:

Brakes and steering
Tires and wheels
Lights and signals
Mirrors and visibility
Fluid levels
Load security
Emergency equipment (fire extinguisher, first aid kit)

Defect Reporting
A clear process for reporting defects discovered during pre-trip or during operation:

How to report (form, app, verbal to supervisor)
Who reviews reports
Criteria for removing vehicle from service
Sign-off process when defects are corrected

Maintenance Records
Documentation of scheduled and unscheduled maintenance:

Service intervals and compliance
Repairs completed
Parts replaced
Mechanic/shop identification

Powered Tool and Equipment Inspection#

Power tools and equipment require inspection programs that balance thoroughness with practicality:

Pre-Use Visual Inspection
Operators check equipment before each use:

Power cords and plugs (no damage, proper grounding)
Guards and safety devices in place
No visible damage or modifications
Operating controls function properly

Documented Periodic Inspection
Depending on equipment type and use frequency:

Manufacturer-specified inspection intervals
Third-party inspection for regulated equipment
Competent person inspection for general equipment

Tagging or Tracking
Equipment that fails inspection should be clearly identified:

Tagging with "Do Not Use" or similar
Removal from job site or locking out
Documentation of deficiency and required repair

Common Audit Findings#

COR auditors frequently identify equipment inspection issues:

Missing serial numbers or identifiers - Equipment can't be traced through inspection history because there's no unique identification.

Inconsistent inspection intervals - Inspections occur sporadically rather than at defined intervals. Monthly inspections might be documented for a few months, then gaps appear.

Generic checklists - Inspection forms don't include specific criteria relevant to the equipment type. A generic "Equipment Inspection" form may not capture fall protection-specific requirements.

No deficiency follow-up - Inspections identify problems, but there's no documentation of corrective action or evidence the equipment was repaired or removed from service.

Inspector qualifications unclear - Records show who inspected but don't establish that the inspector was competent to do so, particularly for specialized equipment.

Equipment in use without inspection - Workers are using equipment that has no documented inspection history, or whose last inspection was overdue.

Integrating Equipment Inspection with Operations#

Check-Out/Check-In Systems#

For equipment that moves between workers or job sites, tracking who has what equipment improves inspection accountability:

Equipment is assigned to specific workers or sites
Inspection is required at check-out and check-in
Responsibility is clear at all times
Location tracking supports asset management

Scheduling Inspections#

Inspection programs work better when integrated with operational schedules:

Monthly harness inspections scheduled like any other recurring task
Vehicle inspections built into start-of-day routines
Equipment inspection tied to job mobilization
Calendar reminders for periodic inspections

Connecting to Maintenance#

Equipment inspection and maintenance should be connected:

Deficiencies identified in inspection trigger maintenance work orders
Maintenance completion is documented and linked to the equipment
Post-maintenance inspection confirms equipment is safe for return to service

Building an Equipment Inventory#

Effective equipment inspection requires knowing what equipment exists. An equipment inventory for COR purposes should include:

Identification Information

Equipment type/description
Manufacturer and model
Serial number or asset tag
Date of manufacture (especially for PPE)
Date of first use

Assignment Information

Current location or assigned worker
Job site where deployed
Department or crew responsible

Inspection Information

Inspection schedule/frequency
Last inspection date
Next inspection due
Current status (in service, out for repair, retired)

Documentation Links

Manufacturer inspection requirements
Associated inspection forms
Maintenance history

How Appello Supports Equipment Inspection#

Appello's Equipment module enables ICI subcontractors to track equipment inventory, inspection records, and worker assignments in a single system.

Equipment can be logged with identification information, assigned to workers, and tracked through check-out/check-in processes. Inspection forms can be completed in the field from mobile devices, with submissions automatically linked to the specific piece of equipment.

The system tracks inspection history and can surface equipment due for inspection. When a worker completes an inspection form, the submission is geolocated and time-stamped, creating documentation that shows exactly when and where the inspection occurred.

For auditors or internal review, the complete inspection history for any piece of equipment can be retrieved, showing all inspections conducted, any deficiencies identified, and corrective actions taken.

Conclusion#

Equipment inspection documentation is a core requirement of COR compliance and a practical necessity for safe operations. Workers depend on equipment to protect them—from fall protection that could save their life to vehicles that transport them between sites.

Building an effective equipment inspection program requires:

Inventory of all equipment requiring inspection
Clear inspection criteria and frequencies
Consistent documentation with all required elements
Systems to track inspection status and flag overdue items
Processes to address deficiencies identified

For ICI subcontractors with equipment spread across multiple job sites and assigned to workers in the field, centralized tracking systems help ensure nothing falls through the cracks. The documentation produced supports COR audits while also creating the records needed to demonstrate due diligence if equipment is ever involved in an incident.

Related Reading:

Equipment Inspection Records for COR Compliance