PPE Life Record Template

The life record of a PPE ensures the individual tracking of equipment (for example, PPE, CPE). It contains detailed information such as the purchase date, inspections carried out, notable incidents or wear, and the expiration date of the equipment. This individual approach allows for precise management of the lifespan and effectiveness of each PPE, helping to determine the appropriate time for its inspection, maintenance, or replacement.

This life record is one of the mandatory documents to keep up to date for each PPE or EPC. It is essential to ensure the safety of workers and compliance with current regulations . It is part of the safety register that gathers all information related to worker protection and all other equipment used by your company or association.

Life Record Template in Excel and PDF

To help you create your own PPE life record, we provide PPE life record templates in Excel and PDF formats, designed to be easily customizable and adapted to your specific needs.

The Excel file offers more functionality than the PDF (calculations of statuses, dates, etc.), but the PDF is easier to print and share. You can use either one or both, depending on your needs.

Here is a preview of the PPE life record template in Excel:

For comprehensive coverage of your PPE and legal compliance, it is necessary to create a life record for each piece of equipment in your safety register. It is also advisable to have a tab listing all your equipment and tracking the verification and expiration dates of each equipment.

Although management via Excel may be sufficient for a small structure, for more efficient and secure management, we recommend using a PPE management software. This type of software allows you to centralize all information related to your PPE, automatically generate life records, schedule inspections, and receive alerts in case of equipment expiration.

Information in a PPE Life Record

The following fields are necessary to fill out a PPE life record:

• PPE References: Brand, Model, and Serial Number of the equipment.
• Manufacture Date: Manufacture date of the PPE.
• Purchase Date: Acquisition date of the PPE.
• Commissioning Date: Date when the PPE was first used.
• Expiration Date: End of use date of the PPE, calculated according to the maximum or useful lifespan of the equipment.
• Verification Interval: Frequency at which the PPE must be inspected.
• Last Inspection Date: Date of the last inspection of the PPE.
• Next Inspection Date: Scheduled date for the next inspection of the PPE.
• Disposal Date: Date when the PPE was taken out of service.
• Inspections: List of regular inspections carried out on the PPE from commissioning to disposal.
• User: Name of the PPE user, if assigned to a person.
• Incidents: History of notable incidents or wear during the use of the PPE.

Example of a Life Record Managed by PPE Management Software

With PPE management software, you have access to the same information as on an Excel life record, but in a more structured and automated manner.

Here is an example of a life record of a PPE generated by PPE management software:

You can perfectly manage your PPE with an Excel file if you are rigorous and have few pieces of equipment to manage. However, if you have many PPE to manage, it is recommended to use PPE management software to gain efficiency and security. Here are some advantages compared to an Excel file:

• Deadlines automatically checked every day
• Automatic alerts in case of non-compliance to prevent your users from wearing non-compliant PPE
• Traceability of inspections and incidents
• Real-time information sharing with your teams
• Management of users and PPE assignments
• Stock management
• Management of all your other controlled equipment (EPC, tools, machines, etc.)

You can take a look at all the features of the GearTracker software to get a clearer idea of what it can bring you.