The hidden costs of poor equipment records – and what it means for workplace health and safety

When we think about health and safety at work, we often focus on PPE, hazard signs, and training. But there’s something else—less visible, but just as important—that can make or break a safe work environment: good equipment records.

Poor record-keeping can feel like a minor admin issue. A missed service entry here, an unlogged user there—it happens. But over time, those gaps can add up to major problems. Whether it’s machinery breaking down without warning, a missed fault escalating into a serious injury, or a compliance audit revealing untracked usage, the hidden costs can be significant—and they usually show up when you least expect them.

Equipment safety relies on good information

The reality is, you can’t keep equipment safe if you don’t know its history.

What is the make of the machine?

How old is the machine, is it safe to use?

Who used the machine last?

Has it been serviced recently?

Was there a fault noted last week that never got followed up?

If you don’t have clear answers, you’re not just operating blind—you could be putting people at risk. In many industries, equipment issues are a leading cause of workplace injuries. And when that’s tied to poor record-keeping, it becomes a problem that was entirely preventable.

Risk and responsibility

As an employer or manager, you’re responsible for providing a safe work environment. That means more than just buying good equipment—it means maintaining it properly and proving that you’ve done so. If your records are scattered, outdated, or missing entirely, it’s hard to prove due diligence.

From a WorkSafe compliance perspective, that can land you in hot water. Inspectors don’t just want to see that you say you’re servicing machines—they want to see when, how, and by whom. Without a reliable system in place, it’s easy to fall short.

It’s not just about safety—it’s about time, trust, and efficiency

Beyond the obvious risks, poor equipment records also chip away at productivity and trust within your team.

If a job is delayed because no one knows whether a machine is safe to use, that’s time and money down the drain. If the same piece of equipment keeps failing and no one’s tracked the pattern, your team might lose faith in the process—and in management’s commitment to their safety.

Even something as simple as not knowing who used the gear last can create tension. Was it returned damaged? Did someone forget to report an issue? These are questions that proper records answer instantly.

Maintenance becomes reactive instead of planned

When maintenance is driven by memory instead of data, things tend to get reactive. That means more breakdowns, more delays, and more stress. Reliable equipment records allow you to plan ahead—scheduling services, predicting wear and tear, and avoiding the all-too-common “we should’ve fixed that weeks ago” moment.

A smarter way to keep track – right inside GOSH

We know that managing equipment safety is challenging, especially when things get busy. That’s why Working Wise has introduced a smarter, faster way to manage it—right where you’re already working.

Our new QR code system for equipment management is now live inside GOSH. It’s designed to take the guesswork and paperwork out of keeping your gear safe, serviced, and ready to go.

Here’s how it works:

• Quick Scans – Each piece of equipment has a unique QR code. Just scan it on your phone or device to get instant access to its full history.
• Live Updates – Log who used it last, flag issues, or confirm servicing has been completed—all in real time.
• Instant Visibility – See at a glance whether something’s due for maintenance, out of action, or good to go.
• Easy Accountability – With clear user history, it’s simple to follow up, track usage trends, and make informed decisions.

It’s health and safety made easier—and smarter. No more clipboards, spreadsheets, or chasing up info. Just clean, clear data when you need it most.

Contact us to get started!

If you’re already using GOSH and want to activate the new QR code feature, our team are ready to get you set up.

If you’re keen to learn more about how this can help your business reach out to us today—we’ll walk you through the next steps and make it easy to bring smart equipment tracking into your workplace.