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Keeping of Maintenance records: how do you do yours?

GM Guy

GM Guy

Manual Trans. 2WD Enthusiast
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Location
NW Kansas and SC Idaho
I was wondering how you guys keep track of maintenance on your rigs?

I am looking to start a new system for our operation, and I am unsure how to go about it.

I am debating about:

A) individual binders for each rig to be filed on shelves, include individual rigs' receipts in each binder

B) big binder for all maintenance records, have tabs for each rig, keep receipts in a hanging file, 1 file for each rig

C) loose notebook paper dropped in individual hanging files that also house receipts

D) computerize it, excel document probably (doubt I would keep up on that, plus at sale time, a big tangible stack of documents may help net more $)

E) your suggestion!

I know this is kind of a lame question that I should figure out on my own, but i figured you guys are knowledgeable, possibly well organized folks, so I would appreciate your opinion! :thumbsup:
 
I have a folder in my file cabinet for each vehicle I own. In the folder I have all the original paper work from new, service receipts, any parts I have bought.
I keep a very small pocket size note book for all work I preformed on the truck with date, miles and what service was done. At one point before a Chevy dealer would do the work on the fuel system, he asked for my documentation. I showed him the notebook and he said that would do. Hope that was some help.
 
I've got a small book I keep in the truck.

I record everything in it from oil changes, maintenance, parts changes and fuel usage.

Dates, mileage, part numbers, brands, etc all go in the book.

First few pages of the book are truck info: vin, picture of the glove box RPO sheet, picture of door sticker, trans type, axles ratios, etc. When I go for parts, I just bring my little book and have all the info the parts guy could want right at hand.

Receipts for parts/maintenance go in a folder in the house. No particular order, I just drop 'em in.

I can't be bothered with a computer based record program, too much of a PITA to record it all when I get back home. With my "little book" I just jot down the info in a couple seconds and I'm on my way.
 
great white said:
I've got a small book I keep in the truck.

I record everything in it from oil changes, maintenance, parts changes and fuel usage.

Dates, mileage, part numbers, brands, etc all go in the book.

First few pages of the book are truck info: vin, picture of the glove box RPO sheet, picture of door sticker, trans type, axles ratios, etc. When I go for parts, I just bring my little book and have all the info the parts guy could want right at hand.

Receipts for parts/maintenance go in a folder in the house. No particular order, I just drop 'em in.

I can't be bothered with a computer based record program, too much of a PITA to record it all when I get back home. With my "little book" I just jot down the info in a couple seconds and I'm on my way.
Click to expand...
Ditto, but I don't write down part numbers...probably a good idea though.
 
I am starting to lean towards this system:

individual hanging file for each rig for receipts, etc, a 1/2 inch binder with loose leaf or a spiral notebook for tracking maintenance, (to be left in hanging file) and having specifications section up front, and for tracking fuel, one of those little fat notebooks to leave in the rigs' glovebox. that way, if rodents find their way in, you only risk the fuel records. (we have lazy cats, so that is a true risk! :) )

does that sound like a plan?
 
GM Guy said:
I am starting to lean towards this system:

individual hanging file for each rig for receipts, etc, a 1/2 inch binder with loose leaf or a spiral notebook for tracking maintenance, (to be left in hanging file) and having specifications section up front, and for tracking fuel, one of those little fat notebooks to leave in the rigs' glovebox. that way, if rodents find their way in, you only risk the fuel records. (we have lazy cats, so that is a true risk! :) )

does that sound like a plan?
Click to expand...

It's more about what works for you and what you will keep up with on a regular basis.

Me? I'm lazy. One book in the arm rest for all of it works for me. rodents aren't a problem as mines a daily. it doesn't sit more than a weekend at most.

The method is almost secondary, as long as you record and keep the important stuff religiously....:thumbsup:
 
GM Guy said:
I am starting to lean towards this system:

individual hanging file for each rig for receipts, etc, a 1/2 inch binder with loose leaf or a spiral notebook for tracking maintenance, (to be left in hanging file) and having specifications section up front, and for tracking fuel, one of those little fat notebooks to leave in the rigs' glovebox. that way, if rodents find their way in, you only risk the fuel records. (we have lazy cats, so that is a true risk! :) )

does that sound like a plan?
Click to expand...

Why do you feel the need to start logging all this data? Tax reasons?
I keep receipts but it's more for taxes than anything else.
 
Joey D said:
Why do you feel the need to start logging all this data? Tax reasons?
I keep receipts but it's more for taxes than anything else.
Click to expand...





I do it for 2 reasons: 1. In case a part of service goes wrong, you have backup of when it was done. Its better to know if you go to the dealer and give him a hard time if you know for sure when the work was done or want a new part that has a lifetime warranty- such as an alternator.
2. If I ever sell the truck to a private party, I want to show what was done since new and be up front with what repairs were done.
 
Currently in my brain, LMAO. I do put stickers in for oil changes. Other than that we haven't had too many issues with our vehicles. I do need to start something, though.
 
I have a folder i keep the receipts in but mostly done in excel. I got this over at the DP years ago. Id like something different excel wise but dont know how i want it done.

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I used the back of the owners manual to write milage of oil changes and part changes. Now filled up I started writing in inside cover next will add paper or a little notebook. I keep reciepts in a file folder. I also started a pocket folder but that quickly filled with clutter. Next vehicle will get a big 3 ring binder to start with 2-3 inches minimum and add paper plus pockets and zip pockets. You can get sheet protectors for major reciepts that will make it easy to slip into a 3 ring binder or glue or tape to an 8-1/2 x 11 paper with holes or get a three ring punch. I dislike small reciepts but most major stuff you can get at least 2 holes punched. Maybe Ill just get one of those boxes for hanging file folders. I went a little overboard at first keeping every oil filter reciept but now will just keep parts and more important papers only. I tend to keep too much. I find since I keep stuff for so long my computer or software is going to quit or get outdated before my truck so I like to keep paper records as well as some electronic. ie if I order anything online I keep email in a folder for the truck and screen shots if I can of who I ordered from with part numbers. I do have a folder of pictures on the computer and some hard prints too.

I just organize it chronologically but its a pain to find obscure details from long ago. Especially when stuff gets jumbled around. Next time I am going to try and date everything and try to file it better in the three ring binder maybe add date and milage tabs???

Anyone do alphebetical and how do you think it works??? Might do major things that have probability of warranty credit like batteries seperate. That is the only thing I can remember getting a warranty claim on in a long time.
 
I use an Excel spreadsheet based on the Maintenance I and II format in the owners manual. One tab is the template that I copy for each service, repair event or mod. I have added sections for lubes, supplies and notes. Hours and mileage are tracked for all work. I mark all filters with hours, mileage and date in permanent felt pen for redundancy.
 
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