Make the most of a well-designed inspection management system for recurring inspection requirements

Companies are obliged to carry out regular inspections of their work equipment. A well-organised inspection management system makes it possible to keep track of everything.

Key questions regarding recurring audit requirements

What are recurring inspection obligations?

Regular inspections serve to ensure that equipment remains fit for purpose and operates correctly throughout its entire service life. Statutory inspections reduce risks to employees and ensure operational safety.

Which items of work equipment are subject to inspection?

All technical equipment, machinery or installations whose use poses a potential hazard to staff must be inspected.

Legal basis: Section 2 of the Industrial Safety Regulation (BetrSichV) defines work equipment as tools, devices, machinery or installations used for work, including installations requiring monitoring – this includes activities such as assembly, operation, maintenance or testing.

Why are recurring inspection requirements important?

Failure to carry out inspections or improper operation can lead to accidents at work, liability claims or regulatory sanctions. Regular inspections create transparency, strengthen confidence in operational processes and support smooth operations.

Who is authorised to conduct the examinations?

• Qualified Persons (bP)
• Approved Monitoring Bodies (ZÜS)
• In some cases, our own qualified staff

How often must the tests be carried out?

• Before first use
• regularly during operation
• following alterations, damage or accidents

Intervals: Subject to legislation, technical regulations, risk assessments and the manufacturer’s instructions.

Typical items of work equipment subject to inspection

• Lift systems, pressure vessels, compressed air supply
• Electrical equipment (fixed and portable)
• ATEX-compliant installations, ladders, scaffolding, fire safety equipment
• Cranes, hoists, storage equipment; industrial trucks
• Environmental protection equipment (separators, collection sump tanks, exhaust air purification systems)

Note: The responsibility for carrying out inspections lies with the operator, even in the case of equipment that is leased, borrowed or brought in by the user, unless otherwise stipulated in the contract.

Test types for the equipment concerned

Legal Basis

• Industrial Safety Regulation (BetrSichV)
• Occupational Safety and Health Act (ArbSchG)
• Technical Rules for Operational Safety (TRBS)
• DGUV regulations, VdS guidelines, building regulations and specific state-level testing regulations

Challenges in test management

In organisations with a large number of systems, deadlines, the scope of testing and areas of responsibility may vary. A lack of organisation or unclear responsibilities often lead to problems. A structured testing management system provides clarity and assurance.

Why a well-thought-out test management system is crucial

Effective examination management involves:

• structured planning and clear responsibilities
• staff who receive regular training
• transparent documentation of test results
• Monitoring of test deadlines

This enhances security, builds confidence in internal processes and frees up time to focus on what really matters.

Test report – required by law and practical

The Industrial Safety Regulation ($14(5)) stipulates that test results must be documented and retained. A complete test report shall contain:

• Name of the piece of equipment
• Date, nature and scope of the audit
• Name and qualifications of the examiner
• Results and evaluation
• Setting the next test date

Advantages: Legal certainty, evidence for audits, regulatory authorities, accident investigations and liability issues.

Collaboration with QUBUS

Recommended approach to test planning

1. Compile lists of all installations and work equipment subject to inspection
2. Identify the relevant legislation
3. Set deadlines and appoint examiners
4. Commissioning and carrying out an audit
5. Review the test report, rectify any defects and, if necessary, carry out a follow-up inspection
6. Enter and monitor the next inspection date
7. Monitor regulations and adapt to changes

Note: Manufacturer’s specifications, DGUV information and site inspections carried out by experts are helpful.