When an inspector from DGMS or the state Factories department arrives, the questions are simple. Show me this dumper's inspection record. Who examined this crane, and when? Is this operator authorised? On many sites the answers sit across registers, files and phones, and finding them takes hours. Missing records can lead to notices even when the work was done. This guide covers which records to keep ready and how to organise them, and how sites keep safety records searchable in HVI.
Facing a DGMS or Factories Act Inspection? Have Every Safety Record Ready in Seconds
Machine inspections, examination certificates, operator authorisations and incident records, organised by machine and site so they can be shown quickly when asked.
Records Inspectors Commonly Ask For
Exact requirements depend on whether your site falls under the Mines Act and its regulations, the Factories Act and state rules, or other laws. Check the rules that apply to you.
| Record | What it shows | Keep ready by |
|---|---|---|
| Daily machine inspections | Each machine was checked before use | Machine and date |
| Periodic examinations | Cranes, lifting gear and pressure equipment examined by a competent person | Machine, with certificate and due date |
| Operator authorisations | Who is trained and permitted to run each machine | Operator and machine type |
| Defects and repairs | Faults found and how they were fixed | Machine, with dates and sign-off |
| Incidents and near misses | What happened and the actions taken | Site and date |
| Maintenance records | Services done as per the maker's schedule | Machine and service hours |
Why Records Let Sites Down
Often the work was done, but the record cannot prove it.
Missing sign-off
Checks recorded with no name, date or signature.
Fix: name and date on every recordExpired certificates
An examination lapsed and nobody noticed.
Fix: track due dates and remind earlyLost or damaged paper
Registers torn, wet or left at another site.
Fix: keep a digital copy of every recordRecords do not match
Machine numbers or dates differ between files.
Fix: one record per machine IDFind Any Safety Record When the Inspector Asks
HVI stores inspections, defects, repairs, certificates and incident records against each machine and site, with names, dates and photos, so the right record can be found and shown quickly.
A Routine That Keeps You Ready
Readiness is built week by week, not the night before an inspection.
Weekly check
Confirm every working machine has its daily checks.
Monthly expiry review
List certificates and authorisations due soon.
Close open items
Finish defects and incident actions on time.
Mock audit
Pick machines at random and find their records.
On the Day of the Inspection
A calm, organised response makes a good impression and saves time for everyone.
- Have one person coordinate the records
- Show records for the machines asked about
- Answer honestly and note every question
- Note any observations the inspector makes
- Turn each observation into an action
- Assign an owner and a deadline
- Keep proof that each action is done
- Reply within the time given
Good records support compliance but do not replace it. Your legal duties under the Mines Act, the Factories Act and related rules still apply, and specialist advice should be taken where you are unsure.
Inspection Readiness by Site in HVI
A sample view across three sites, showing what could be shown today and what needs attention.
| Site | Daily checks | Certificates | Open actions | Status |
|---|---|---|---|---|
| Opencast mine A | All complete | All valid | None overdue | Ready |
| Cement plant B | All complete | 2 due this month | 1 overdue | Review this week |
| Quarry C | 6 machines missing checks | 1 expired | 3 overdue | Action needed |
Safety Inspection Readiness FAQs
What records do DGMS or Factories inspectors usually ask for?
Commonly machine inspection records, periodic examination certificates for lifting and pressure equipment, operator authorisations, defect and repair records, and incident reports. Exact needs depend on the rules for your site.
Are digital records accepted?
Many sites keep digital records alongside required registers and forms. Check which records must be kept in a prescribed format under the rules that apply to your site.
How do I avoid expired certificates?
Keep every certificate with its due date against the machine, review what falls due each month and book examinations well before the deadline.
How often should we run a mock audit?
Regularly, such as every quarter. Pick machines at random and try to find all their records quickly. Teams that keep records in HVI can search by machine.
Can HVI help us prepare for an inspection?
HVI keeps inspection, defect, repair and certificate records against each machine and site so they are easy to find. Book a demo to see how it fits your records.
Ready for the Inspector, Any Day
Keep every inspection, certificate and incident record against the right machine, track due dates and close actions on time in HVI. Faster answers and fewer surprises on inspection day.
