No Need to Develop an App to Achieve Automatic Equipment Inspection Reminders and Record Archiving

Original: https://cli.im/article/detail/2392

A few years ago, our factory was still using paper forms for equipment inspection records. It seemed fine on the surface, but problems became apparent every month-end when we compiled statistics:

• Some people missed entries, claiming they "forgot" when questioned.
• Handwriting on the forms was often illegible.
• Some forms were simply missing, probably tossed in the recycling bin.

If management wanted to check the history of a specific device, I'd have to spend ages digging through filing cabinets, and even then, I might not find it.

Honestly, we considered hiring a software developer to create an equipment inspection system. But the quotes started at hundreds of thousands, plus there was the added burden of retraining staff, installing apps, trial runs... Ultimately, the project was shelved. Last year, we decided to try a "seemingly simple" alternative – using QR codes for inspections.

I was skeptical initially, so we piloted it on just one production line. The results exceeded our expectations. Now, the entire workshop's inspection process runs on this system.

One Code per Item: Scan to Fill, Clear Accountability

We used the CaoLiao QR Code platform. The concept is straightforward: generate a unique QR code for each piece of equipment and place it nearby.

Operators simply scan the code with their phone's WeChat app during daily inspections to access a form for recording inspection details. The form includes items like current operational status, unusual noises or leaks, a photo of the site, and notes on any abnormalities.

Upon submission, the system automatically logs "which device" and its "operational status." All data is archived in the backend, accessible to administrators via mobile or computer anytime.

For instance, we once noted "slightly loud noise" for a heating device. After the system recorded this twice, I noticed the pattern. An inspection revealed severe wear on the fan bearing. Under the old paper-based system, this recurring issue might have gone unnoticed for nearly a week.

Scheduled Reminders, No More Chasing People for Forms

Previously, the most tedious task was reminding staff to perform inspections. They'd either forget or remember but delay filling out the forms.

Now, we've set up "Inspection Plans." For example, CNC machines in Workshop A require daily checks. The system automatically sends reminders via WeChat or SMS to the responsible personnel as deadlines approach. If an inspection isn't completed on time, the plan status changes to "Overdue," allowing administrators to instantly see which devices missed their scheduled checks.

Our workshop supervisor put it aptly: "Before, we had to manually copy, fill out forms, and take photos for records. Now, we just scan, fill, and submit. Everyone prefers it."

Automatic Archiving, Traceable Records, Audit-Proof

This is perhaps the most reassuring benefit. All records are automatically archived by time, device, and inspector. Even months or half a year later, you can export an Excel report with one click, complete with clear audit trails.

During last year's safety audit, the inspection team randomly selected two machines and requested six months of inspection records. We exported the report directly from the CaoLiao backend, complete with timestamps and photos. The entire review took under ten minutes, and the auditors remarked, "Your management process is quite clear."

Why We Chose QR Codes Over a Dedicated App

This might puzzle some, so here are the key factors we considered:

• Apps require separate installation, which can be cumbersome and often need specific phone permissions.
• Some veteran employees struggle with new apps and learn slowly.
• Every change request costs money, new features require scheduling, and deployment is slow.
• High costs: A full system with both app and desktop software typically requires an investment of over a hundred thousand.

For us, CaoLiao QR Code was a "plug-and-play" digital tool. Even the inspection forms and reminder logic were configured by me, someone without a technical background, without any outsourcing.

Final Thoughts

Looking back, if we had adopted this QR code solution from the start, we could have solved the issues of "incomplete entries, lost records, and lack of reminders" much sooner.

CaoLiao's equipment inspection QR code system might not be the flashiest digital solution or a grand "Smart Manufacturing" project, but it precisely addresses the practical needs of an ordinary factory like ours: making the inspection process operational and ensuring it leaves a verifiable trail.

So, if you're facing similar challenges, give it a try. CaoLiao QR Code offers free basic features. Even without purchasing a paid plan, putting up a few codes and testing one process is enough to experience the benefits.