Effectively create, manage and store your equipment logbooks


Equipment Logbooks are used to track and maintain information about specific equipment or assets. It serves as a comprehensive record of the equipment’s usage, maintenance, repairs, inspections, and any other relevant information. The logbook helps organizations ensure the proper management and maintenance of their equipment, promoting efficiency, safety, and compliance with regulations. SOPs define the procedure for issuance, handling, making entries, and review of instrument/ equipment logbook.

According to the GMP (Good Manufacturing Practice) manufacturers must maintain proper documentation and records throughout their production process other than the batch records, which includes logbooks. Proper documentation helps to understand the complete manufacturing processes which are necessary for future reference. Regulatory inspectors spend their maximum time in examining the company’s various documentation and records. Effective documentation reflects quality of company production.

Manufacturing companies faces several challenges when they make use of manual paper-based logbooks

Manual recording is difficult for equipment calibration, maintenance, cleaning, operation usage, logs with manual paper-based method
Insufficient logs of equipment maintenance, calibration, cleaning, operation logs
Manual data entry in logbook leads to reduce productivity, irrelevant data entry, errors, deviation, batch running time mismatch etc.
Tracking of paper-based logbooks are very complicated & time taken process
Physical logbook needs proper review, as written details are as per ALCOA or not. This activity consumes many hours of production personals to do it effectively and as per SOP’s. If any correction is there in filled logbook, then it’s very lengthy process to make it correct. As per SOP, the person must put authorized sign & date along with the appropriate reason on prepared document for changes in Logbook. This whole process becomes a headache for users.
Process XE®’s Equipment Logbook

Sarjen System’s Process XE® Equipment Logbook is a comprehensive system that converts an analog, handwritten logbook into an electronic logbook featuring automated maintenance, cleaning, and calibration records, as well as effective equipment tracking. It expedites the time-consuming process of manual recording and keeping, which includes the annoyance of paper signoffs and the headache of having to find a pen. Ensuring compliance with regulatory regulations such as 21 CFR Part 11 and Eu Annex 11 will improve the shopfloor experience for our clients. You can also enable speedy assessment and approval of equipment status and implement electronic signature verification and approval. 

Equipment Logbook automate shop floor by managing Area & Equipment’s operational usage, cleaning status, breakdown logs, clearance logs, preventive maintenance, calibration records, and many other equipment details log. 

The right Electronic Equipment Logbook

Seamless integration with EBR

The Equipment Logbook software seamlessly integrates with Electronic Batch Records (EBR), ensuring a cohesive and synchronized approach to equipment data management and operational processes.

Audit trails for data integrity

Robust audit trails guarantee data integrity, providing a transparent and traceable record of equipment-related activities to meet regulatory requirements and quality standards.

Electronic signatures for authentication of activity

Electronic signatures provide a secure and compliant method for authenticating equipment-related activities, adding an extra layer of accountability and traceability.

Tracking of operation usage of equipment as well as area

Detailed tracking capabilities capture both equipment usage and area-specific activities, enabling comprehensive monitoring of operations for optimization, maintenance, and compliance purposes.

Equipment logbook lifecycle management

Create, review, approve & version control - The software facilitates a structured equipment logbook lifecycle management process, encompassing creation, review, approval, and version control for thorough documentation and compliance.

Clear visibility of equipment status & improved decision making

A transparent overview of equipment status fosters improved decision-making by providing real-time insights into equipment availability, maintenance schedules, and operational readiness.

A simple & operator-friendly interface

The software offers an intuitive and operator-friendly interface, enhancing user adoption and facilitating efficient data entry and retrieval within the Equipment Logbook system.

Flexibility to model any equipment

The software offers flexibility to model various equipment types, including rooms, booths, weigh balances, and machines, accommodating diverse operational needs and ensuring comprehensive equipment coverage.
Different logs that our Process XE® Equipment Logbook records
Area usage logs
Equipment operation Logs
Equipment maintenance Logs
Area/Equipment cleaning Logs
Equipment calibration logs
Area/Equipment breakdown logs
Portable equipment logs
Accessories cleaning logs
Key elements included in an Equipment Logbook

Equipment Identification

Each entry in the logbook should include the equipment’s unique identification, such as serial number, model number, or asset tag, to accurately identify the equipment being documented.

User Signatures and Approvals

To maintain accountability and ensure accurate record-keeping, it is common practice to have users and authorized personnel sign and approve logbook entries. This provides a verification trail and helps establish responsibility.

Incidents and Repairs

In the event of equipment malfunctions, breakdowns, accidents, or incidents, it is important to document the details in the logbook. This includes the nature of the incident, actions taken, repairs performed, and any follow-up measures.

Inspections and Tests

Regular inspections and tests are necessary to ensure equipment safety and compliance. The logbook should include records of inspections, including the inspection date, findings, and any actions taken. This helps demonstrate that the equipment meets required standards and can identify potential issues or risks.

Calibration and Certifications

If the equipment requires calibration or certifications, the logbook should contain details of calibration dates, results, and certificates. This helps ensure the equipment’s accuracy and compliance with standards.

Maintenance and Repairs

It is crucial to document all maintenance activities, including routine maintenance, repairs, and servicing. This includes recording the date, type of maintenance performed, parts replaced, and the name or ID of the personnel responsible for the task. This information aids in tracking the equipment’s service history, identifying recurring issues, and scheduling future maintenance.

Usage and Operation

The logbook should capture details about when and how the equipment was used, including dates, times, locations, and the purpose of usage. This information helps track equipment utilization and assess its performance.
Benefits of Electronic Logbook software

Prevent incorrect usage of equipment

Eliminate paper usage logs and save time generating, completing and reviewing usage logs

Have complete traceability in an electronic history, with filtering for the specific information requested (e.g., to give to an auditor)

Maintain your process in a controlled and therefore validated state

Sarjen System’s Equipment Logbook is well suited to keep equipment records in electronic form. Quality Control (QC) labs are also adopting this solution of Sarjen system in order to maintain their logbooks electronically. If you would like to discuss how your business can get more benefit through Sarjen system Equipment Logbook.