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PAT record-keeping guide

PAT appliance IDs: keep the history across return visits

Keep the same asset ID for the same physical appliance. Record a move as a change of location, give replacement equipment its own identity, and resolve uncertain matches before attaching a new result to an old record.

PAT Logbook Editorial · Published:
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A PAT Logbook field guide. PAT Logbook can re-scan an existing appliance's barcode or QR tag to fill its details, and create a site asset-register PDF. Use that saved information as a starting point, then check it against the item in front of you.

Give the ID one job

An asset ID should let you find the same item again. Keep the room, test date and result in their own fields so a move or a later examination does not change the item's identity.

Agree the numbering scheme with the client before adding labels. If the client already has a usable register, work from it. When different sites or clients use the same short numbers, retain the client and site context whenever you export or share the records. A bare "001" can refer to several different appliances.

If you need a new scheme, a simple reference such as "EXAMPLE-0042" can work. The format is an administrative choice: use something readable, consistent and distinct within the register you maintain. Avoid restarting the sequence on each visit or allocating a retired item's number to its replacement.

Match the appliance before recording the next result

Start with its existing tag and register entry. Compare the description, make, model and serial number where available, together with any notes that help distinguish it. Location helps you find an item, but two similar kettles can be swapped between rooms.

A barcode is a shortcut to a record. If the scan opens a different item, or two appliances carry the same number, stop and reconcile the identities. Keep a note of the discrepancy and who confirmed the correction. Do not merge histories merely because the labels match.

For an unreadable or missing label, look for enough supporting information to identify the existing item. If the match is confirmed, replace the label while retaining its ID and note the change. If the identity remains uncertain, record that uncertainty and agree how to resolve it; do not present a guessed match as established history.

Keep moves and replacements distinct

For a confirmed move of the same appliance, retain its asset identity and record the new location with the change date. Preserve the location recorded on earlier issued documents. If your software cannot keep a location-change history, retain a dated change note alongside the register.

A replacement is a different physical item, even if it occupies the same desk or has the same make and model. Create its own record and reference the old item where useful. Keep the old record's results and record its confirmed disposal, transfer or withdrawal separately. Do not overwrite it with the replacement's serial number or assume a missing item was disposed of.

Worked example: reconcile a return visit

Invented record-keeping example. These are administrative suggestions, not electrical test results or prescribed HSE/IET fields. Keep any extra change notes alongside the register if your software does not capture them.

Existing entryWhat is confirmedRecord action
EXAMPLE-0042
Kettle, kitchen		 The same kettle is now in the meeting room. Retain EXAMPLE-0042. Add the new location and move date; keep the earlier document unchanged.
EXAMPLE-0043
Monitor, desk 7		 The tag is unreadable. The serial number and register details identify the same monitor. Retain EXAMPLE-0043. Replace the tag and record that it was relabelled.
EXAMPLE-0044
Printer, reception		 A replacement printer has a different serial number. The old printer's disposal is confirmed. Give the replacement a new ID, EXAMPLE-0061. Retain EXAMPLE-0044's history and record its disposal.
EXAMPLE-0045
Vacuum cleaner		 The item has not been located during this visit. Record "not located" for the visit and identify who will follow up. Its present condition and disposal remain unconfirmed.

A reconciliation note records what happened. It does not establish that an appliance is safe or that an examination took place.

Use the history when reviewing maintenance

The IET's public explanation of its fifth-edition Code of Practice includes previous inspection, testing and maintenance records among the factors used to assess suitable intervals. Consistent identities help the duty-holder review the history of the correct equipment.

Identity alone says nothing about present condition. For low-risk workplaces, HSE INDG236, page 4 explains that a test indicates condition at the time of testing. Current checks and risk-based maintenance decisions still need competent judgement.

Check the register before handing it over

  1. Check for duplicate IDs and explain any numbering changes.
  2. Check each changed location, replacement and unresolved identity against the visit notes.
  3. Keep unavailable or not-located items distinguishable from items examined during this visit.
  4. Open the exported document and confirm that the IDs and client/site context are readable.
  5. Keep the earlier issued records, the current register and dated change notes together.

For the examination details and failed-item handover, use our PAT certificates and test records guide.

Try the return-visit workflow in PAT Logbook

Re-scan an existing appliance tag or choose its saved entry, then confirm the physical item matches before recording the current checks and readings. PAT Logbook's certificate and site asset-register PDFs give you files to review and share; CSV export provides another way to review the records outside the app.

Before your next visit, check one existing register for duplicate IDs and unexplained replacements. Keep any unresolved matches visible in the handover notes.

Download on the App Store

Sources

Sources checked . This guide applies public guidance to a record-management workflow; its numbering choices and worked example are editorial suggestions.