Repair and maintenance of laboratory equipment
Laboratory equipment maintenance refers to the activities that are performed to ensure that your equipment is in good working order and operates safely. This includes regular equipment calibration, cleaning, lubrication, inspection, testing, and much more.
Lab equipment management, on the other hand, involves the overall management and oversight of your lab equipment. This includes maintaining an inventory, tracking equipment usage and maintenance schedules, coordinating repairs and replacements, and ensuring that safety regulations are followed.
Equipment management also includes ensuring proper allocation and utilisation of equipment, budgeting for equipment purchases and upgrades, and identifying and resolving any equipment-related issues.
Comprehensive maintenance: calibration, verification and certification of laboratory equipment
Simply put, laboratory equipment maintenance is about keeping equipment in good working order, while laboratory equipment management is about the bigger picture. Both are important to maintaining the integrity and safety of the laboratory, but have different tasks and responsibilities.
Laboratory managers often rely on LIMS (laboratory information management systems) to manage equipment and keep things running smoothly. With a LIMS, you can automate equipment calibration, maintenance, and monitoring. This ensures optimal performance of your equipment and saves you time and effort by eliminating the need for manual tracking.
A good LIMS can also help you avoid the typical headaches associated with managing lab equipment. For example, it can automatically schedule regular maintenance checks, track inventory and usage, and provide real-time performance data.
This allows you to focus on your research while the system takes care of the tedious tasks of equipment management. All in all, investing in a LIMS can be a smart move for any laboratory looking to optimise its operations and increase the lifespan of its equipment.
Professional maintenance: from calibration to verification
Equipment maintenance is necessary for several reasons: it leads to increased uptime, increased working hours and lower repair costs, which ultimately leads to increased revenue. Failure to maintain your equipment properly can lead to a decrease in its efficiency, which can negatively impact uptime, reduce productivity, and increase costs.
When equipment is in good condition, it works more efficiently, regardless of the type of machine. For example, clogged air filters can cause equipment mechanisms to work harder with the same result. Dirty oil does not lubricate as well as clean oil, worn belts slip, and leaks appear in hoses, which leads to increased fluid consumption.
In the laboratory, you may encounter a breakdown of one of the centrifuges. If it is not cleaned and maintained regularly, small particles and debris can accumulate in the machine over time. This can cause the centrifuge to vibrate excessively during use, which can lead to mechanical damage. Additionally, if the seals and gaskets on the centrifuge are not checked regularly and replaced when necessary, they can wear out and become damaged, causing liquids to leak from the machine.
Not only will the centrifuge be damaged, but the laboratory technician using the equipment will also be in a dangerous situation. Regularly cleaning, inspecting and replacing broken or damaged seals and gaskets prevents breakdowns and potentially increases uptime and efficiency, which means more hours of operation and higher productivity during those hours.
Increased uptime and efficiency can lead to increased revenues and lower operating costs, including the cost of operating equipment, replacing or repairing parts, or potential loss of productivity due to unexpected downtime. These savings can have a significant impact on a business’ bottom line. The difference is even more significant if a company uses a large number of equipment.
Types of maintenance and repair of laboratory equipment
While some experts may disagree on how many different types of maintenance there are, it is possible to categorize maintenance into a few common types. These can include:
- Preventive maintenance
- Predictive maintenance
- Corrective maintenance
- Condition-based maintenance
Prevention
Preventive maintenance (PM) is planned in advance and aims to prevent equipment failures before they occur. This includes regular inspections, cleaning, and replacement of worn or damaged parts. The goal of preventive maintenance is to extend equipment life and minimize downtime.
It is often planned and scheduled at regular intervals, weekly, monthly, or annually. By performing preventive maintenance, you can keep your equipment in good working order, which in turn increases productivity and reduces repair costs.




Predictive maintenance
Predictive maintenance (PdM) uses data and analytics to predict when equipment will fail. This allows you to make repairs or replacements before a failure occurs.
Predictive maintenance uses tools such as sensors and monitoring devices to collect data on equipment performance, which is then analyzed to identify potential problems. PdM can help determine which equipment needs to be maintained before it fails, reducing downtime and repair costs.
Corrective maintenance
Corrective maintenance (CM) is used to repair equipment that has already broken down or is not working properly and is usually performed unplanned. It includes repair, troubleshooting, disassembly, adjustment, replacement, and re-adjustment.
This type of maintenance is often performed because of equipment failure or unexpected breakdown, or because there is no maintenance plan, or because a piece of equipment fails before a scheduled inspection or maintenance. This is more expensive than preventive maintenance.
Some laboratories often rely on KM more than any other type of equipment maintenance. However, relying solely on corrective maintenance instead of a balance of preventive and corrective maintenance has disadvantages.
While corrective maintenance can be effective for quickly repairing equipment that has readily available and replaceable parts, it can also lead to unexpected and costly downtime. It is generally recommended that 80% of maintenance efforts should focus on preventive measures and 20% on corrective actions.
Maintenance according to the condition
Condition Based Maintenance (CBM) is based on the condition of the equipment, using data and monitoring to determine when care will be needed, and is similar to preventive maintenance. However, it depends on scheduled maintenance. Instead, it uses monitoring and data to determine when equipment is likely to fail and schedule maintenance at that time.
While condition-based maintenance and predictive maintenance are often compared due to some similarities, there are some key differences between the two. In particular, the measurement method used.
Predictive maintenance involves the use of specific formulas and sensor readings (such as temperature, vibration, and noise) to determine the need for maintenance. Maintenance tasks are then performed based on the analysis of these parameters, making predictive maintenance a more accurate form of care because it predicts future maintenance requirements.
Condition-based maintenance, on the other hand, is based solely on real-time sensor readings. As soon as the readings exceed a predefined threshold, service personnel are dispatched to resolve the problem. This approach means that maintenance of laboratory equipment is performed only when needed, as opposed to preventive maintenance, which anticipates future service needs.
Full maintenance service
Rendezvous maintenance (RTF) is the opposite of preventive maintenance and involves waiting for equipment to fail before performing any repair or replacement. It is a deliberate and thoughtful strategy designed to minimize overall maintenance costs.
The “work to failure” method involves having spare parts and personnel available to replace failed components and keep the equipment running. This approach should not be confused with reactive maintenance, as there is a well-thought-out plan to allow the asset to operate to its fullest potential. This strategy is useful for any equipment that does not pose a safety hazard in the event of a failure or breakdown and does not significantly affect production in the event of a breakdown.
RTF is generally not recommended, as it increases the likelihood of equipment failure and downtime (in fact, it practically bets on a failure occurring), and can be more expensive and time-consuming in the long run.
Is there a difference between repair and maintenance?
Repair and maintenance are necessary for optimal equipment performance. However, there are some differences between the two terms.
Repairs are actions to restore proper equipment performance. They are intended to return something broken to optimal operating conditions. The amount of repair required depends on the type of equipment failure. Some repairs may be more expensive than others, and their cost will depend on the underlying cause of the failure.
There are two main types of failure: complete and partial. A complete failure refers to situations where the equipment is completely unusable and cannot fulfill its purpose until it is repaired. A complete failure usually results in unplanned downtime and emergency maintenance, which can be costly.
A partial failure refers to situations where the equipment is still functioning to some extent, but it is either unsafe or not working as efficiently as it should. It is generally recommended to address partial failures as soon as possible, as this will prevent the failure from leading to a complete failure at an inopportune moment.
On the contrary, maintenance preserves the functionality, performance, and safety of the equipment throughout its lifetime. The main goal of maintenance is to prevent major or unscheduled repairs by keeping assets in good working order. Preventive maintenance is performed regularly to ensure that equipment is kept in optimal condition, as many equipment failures can be prevented by regular equipment maintenance.
Maintenance procedures and documentation
There are often different maintenance procedures for different parts of the equipment. These can be based on the exact type of tool and its use. The procedure may include cleaning, lubrication, inspection, testing, calibration, and more.
The manufacturer often includes or provides recommendations for equipment maintenance. However, a detailed maintenance schedule should be established for each piece of equipment, and these schedules should be followed and recorded to ensure that regular maintenance is performed. This may include a set of instructions or steps that must be followed to perform maintenance on a particular piece of equipment.
The different types of documentation for maintenance procedures vary and can be as simple as a checklist of tasks to be performed or as complex as a detailed process with steps and troubleshooting diagrams. This may include:
Checklists: Simple documents that list the tasks required for a specific piece of equipment. They are typically used as a quick reference guide for performing maintenance tasks.
Maintenance manuals: Detailed documents that contain information about specific maintenance tasks required by a particular piece of equipment. They typically include instructions, diagrams, and troubleshooting guides.
Maintenance schedules: documents that describe the recommended maintenance schedule for a particular piece of equipment. They can include the frequency of each task, the expected duration of each task, and the specific tools and materials needed.
Work instructions: Detailed documents that provide step-by-step instructions on how to perform specific maintenance tasks. They often include diagrams and images and are used to train technicians on how to properly maintain equipment.
Safety Data Sheets (SDS): Documents that contain information about safety hazards associated with a specific piece of equipment or a particular chemical or material used in maintenance.
Maintenance records: Records for tracking maintenance on equipment. They include the date, time, task performed, and the technician who performed the task.
Whichever form of documentation you have access to, it should describe the tasks to be performed, the tools and materials needed, and any precautions to be taken. It should be designed to ensure that maintenance is performed correctly and efficiently, extend the life of the equipment, and prevent breakdowns.
Maintenance schedules and procedures
Equipment maintenance schedules define when and how often equipment should be inspected, maintained, and repaired. They ensure that equipment is kept in good working order and minimize potential equipment failures and unexpected downtime. These schedules may vary depending on the type of equipment, how it is used, and the environment in which it operates.
There are several factors to consider when developing equipment maintenance schedules, including:
The frequency of use of the equipment and the intensity of its use can affect the frequency of maintenance. Equipment that is used frequently or operated in harsh environments may require frequent maintenance.
Manufacturers often provide recommendations on maintenance schedules based on their knowledge of the equipment and the environment in which it operates.
Older equipment may require frequent maintenance because it is more likely to wear out or already have significant wear and tear from previous use.
Devices that operate in harsh environments (e.g., areas with high temperatures, high humidity, or high dust) may require more frequent maintenance.
Equipment used in safety-critical applications, such as construction or medical equipment, requires more frequent maintenance to ensure safety.
Keep these factors in mind when creating a maintenance schedule. It should specify the type of maintenance required, the frequency of maintenance, and even the person or group responsible for performing the maintenance. The program should also have a plan for dealing with any problems that arise between scheduled maintenance.
However, equipment maintenance schedules are not set in stone. They should be reviewed periodically and updated as necessary to account for changes in equipment usage, age, or environmental factors.




Accounting, record-keeping, office management
Keeping detailed records and logs of device maintenance is an important step in properly maintaining your equipment. You’ll want to include any repairs or problems that occur, calibration and test results, and additional information about replacement parts or equipment upgrades. Assigning responsibility for maintaining equipment maintenance logs to a specific person or group can help ensure that they are accurate and up-to-date.
These records allow you to get a clear picture of your equipment’s maintenance history and identify patterns or problems that may need to be addressed. Well-stored records can be used as reference information in the event of equipment failure.
For example, tracking calibration and test results can provide valuable information about equipment performance over time. This information can be used to identify any changes in performance that indicate a problem that needs to be fixed. Records of repairs and problems that occur can be used to identify common problems and track the effectiveness of repairs.
Moreover, keeping detailed records of equipment upgrades and replacements can be useful for understanding the maintenance history of equipment, providing information on how often parts are replaced, how long they last, and even determining whether equipment is reaching the end of its useful life.
Having maintenance records can also be useful in the event of equipment retirement. When properly documented, a record or recordings will provide valuable information for the technician working on the equipment. Records can also be used to demonstrate that the equipment has been properly maintained, which is very important in the event of warranty or insurance claims.
It is also important to create a system to regularly store and update these records. A reliable LIMS can help you with record keeping. However, there are other methods of keeping and maintaining maintenance records for all your equipment. These can include:
Creating a spreadsheet using spreadsheet software such as Microsoft Excel or Google Sheets to record equipment information such as model, serial number, date of purchase, service history, and next service date.
Maintaining paper records with detailed records for each piece of equipment, including information such as the date of maintenance, a description of the maintenance performed, and any parts replaced.
Use a digital file repository to store electronic copies of maintenance records in a secure, shared location, such as cloud storage or a shared network drive.
Purchase the necessary laboratory equipment and protect it with service maintenance
Laboratory equipment is essential for conducting experiments and research in various fields. However, regular maintenance and general care is necessary to keep the equipment running properly and safely.
Regular maintenance can also prevent costly repairs and replacements.
By taking care of the instruments you use, you can be sure to get accurate and reliable results during research and development, and create safe, efficient, and high-quality products during production.
Looking to add refurbished or new equipment to your lab? Is maintenance a major concern for you? Rent with Excedr. Annual maintenance and renewal contracts can be quite expensive. These costs will add up and often take lab managers and scientists by surprise.
Frequently asked questions about laboratory equipment maintenance
It delivers accurate and reliable results, extends equipment life, prevents equipment breakdowns and downtime, maintains equipment safety and reduces the risk of accidents, and meets regulatory and quality control requirements.
It is generally recommended that equipment be serviced annually or as recommended by the manufacturer. Some equipment may require more frequent maintenance and repairs, while other equipment may require less. Establishing a regular maintenance schedule is important to ensure optimal equipment performance and safety.
Review the manufacturer’s recommendations and establish a calibration schedule. Determine the frequency of calibration based on the use of the equipment, manufacturer’s recommendations, and regulatory requirements, and perform regular checks.
The maintenance schedule establishes the recommended frequency of maintenance and repair for each piece of equipment in the laboratory. It is intended to ensure that the equipment is properly maintained and functioning properly, and to prevent potential equipment failures and downtime.
There are several methods for keeping detailed records, including spreadsheets, database software, paper records, digital file storage, and regular audits. The best solution will depend on your specific needs and preferences. Using a combination of methods or a robust LIMS ensures that your equipment records are accurate, up-to-date, and easily accessible.
Common problems can include calibration errors, mechanical failures, software errors, power issues, contamination, and incompatible components. To address these issues, create a comprehensive equipment maintenance plan that includes regular calibration, inspection, cleaning, and software updates.
Preventing equipment breakdowns includes scheduling regular preventive maintenance, training users in the proper use and handling of the equipment, and using high-quality components, such as those recommended by the manufacturer. It is also important to clean the equipment regularly.
Similar to preventing equipment breakdowns, you can keep your tools running efficiently by scheduling regular preventive maintenance and adequate cleaning of your equipment. In addition, make sure that the equipment is used and stored in appropriate environmental conditions, calibrated regularly, protected from power surges or fluctuations, and updated regularly when new software becomes available.
Check with the manufacturer to see if they have a network of authorized technicians who can provide maintenance and repair services, search the Internet for catalogs, websites, and equipment maintenance forums, or ask for recommendations from colleagues and other professionals.
There are several factors you can use to determine when it’s time to replace a piece of equipment. These include age, performance, cost of maintenance, availability of replacement parts, technological advances, safety concerns, and compliance requirements. These factors can help you determine if it’s time to replace a tool.
You need to first identify the problem. This can include listing all possible explanations for the failure, and then you should try to collect as much data as possible. This can help you rule out possible answers and identify the problem. Once the cause is identified, you should contact an authorized and certified technician or talk to the manufacturer. Depending on your service, you may be able to ask the manufacturer to provide a replacement tool during the repair.