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.
Download the Excel Life Record Template
Download the Excel Life Record Template
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If you manage a lot of equipment, try GearTracker. The software to save time on equipment management and inspections
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.
note
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.
Here is a small comparison of Excel vs GearTracker features:
Excel
GearTracker
Centralize all your personal protective equipment with their technical and regulatory characteristics and save precious time on their management.
Build a repository of all your employees with their equipment assignments.
Precisely control permissions according to each user's roles in the organization.
4 roles are possible :
No account : No access to the application, but equipment can be assigned to them
Reader : Can only view equipment and reports (email required)
Examiner : Can allocate and verify equipment (email required)
Editor : Can do everything except manage users and billing (email required)
Record all training and certifications of your employees, including associated documents. On Excel obviously, no document can be associated.
⚡ Time saving
Instantly find the information and documents of your equipment thanks to NFC technology or barcodes. Requires an NFC-compatible phone or tablet and/or a camera for the barcode.
Save precious time when adding equipment. Type the name of your equipment model and we will automatically add photos, manuals and information to its file. Our catalog includes all the major brands (Petzl, Beal, 3M, Edelrid, CAMP, ...) across thousands of references.
Save precious time by recording an inspection on a group of equipment.
Since all users can have access to the application at no extra cost, it becomes simple to communicate with end users to inform them about the status and usage instructions of equipment. On the other hand, equipment can have a public file (setting) that any phone can scan (NFC or QR code) to access information.
GearTracker is available on your Android or iOS smartphone to manage your equipment from the field with complete mobility.
📋 Compliance and traceability
Significantly reduce legal risks through rigorous and automated monitoring of equipment status.
Never miss a regulatory deadline again! Our application will automatically send you reminders for inspection deadlines and equipment reaching expiration.
Automatic creation of regulatory reports in PDF format to demonstrate your compliance to authorities or any organization requiring it (insurance, ...).
Complete traceability of all verifications, maintenance and events related to your equipment. Each change can be accompanied by a comment for precision.
You can add to each equipment file all the technical documents, user manuals and compliance certificates you want (PDF format, ...).
Our system automatically validates entries to avoid errors and guarantee data quality. When we import Excel files from our clients, we very regularly observe major inconsistencies in data linked to input errors.
Miss nothing, all user actions are recorded and visible in the application (for users with the appropriate rights).
Organization
Whether you have a few hundred pieces of equipment or tens of thousands, it is often useful to organize them by folder and sub-folder. This also allows you to restrict access to your employees by only giving them access to certain folders. It is also possible to have different access rights depending on the folders (reader on one, editor on another). In short, all the flexibility you need to organize yourself well.
Equipment can only have one folder, so tags are there to allow cross-grouping of equipment (ex: a type of equipment, a location, a team, a status, a characteristic, ...). Our system is flexible and adapts to your organization.
If your inspections are outsourced, you can add inspectors in GearTracker with specific rights.
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.
Limitations of Using Excel for PPE Lifecycle Management
Managing a PPE lifecycle using an Excel file can be limiting in certain cases.
If you need to manage a large number of PPE items, it can be difficult to track inspection and expiration dates for each piece of equipment. Additionally, managing users and PPE assignments can become complex.
Moreover, maintaining traceability of inspections and incidents can be challenging, which may lead to errors or oversights.
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.)
Streamlined equipment management for teams and individuals.
Manage equipment across teams, locations, vehicles, and more! Track the lifecycle of your gear, get access to manufacturer data. Ensure compliance, reduce losses and theft, and save time.
This 6-step guide explains how to effectively manage your equipment to:
✅ Save money on equipment✅ Reduce the risk of accidents✅ Minimize breakdowns, losses, and thefts✅ Reduce legal risks for team leaders and management✅ Save time on management
It first covers ...
The lifespan of personal protective equipment (PPE) is important to ensure the safety of workers. Indeed, PPE at the end of its life may no longer properly fulfill its protective function, thus endangering the health of users. It is therefore important to know the lifespan of PPE to plan its mainten...
