Plant and Equipment Register

Asset Identification Form

Practical Guidance for Identification

Correct identification is the foundation of plant safety. Under the Work Health and Safety Act (WHS Act), a person conducting a business or undertaking (PCBU) must manage risks associated with plant. You cannot manage a risk if you do not know exactly what piece of equipment is being used, inspected, or repaired. Every asset in your register must have a unique identifier that is clearly marked on the physical item. Do not rely on a description alone. A colour code or a sticker number allows you to link the physical machine to this register instantly.

Start by selecting a clear category for the item, such as Excavator, Compressor, or Power Tool. This helps with sorting the register but also ensures you apply the right maintenance schedule. For example, powered mobile plant like forklifts has different requirements to fixed plant like table saws. Record the Item Name, Make, and Model exactly as they appear on the manufacturer's compliance plate. If you use shorthand names in the workshop, write the official name here to avoid confusion during insurance claims or audits.

The Serial Number is critical for warranty and traceability. In the event of a product recall or a serious incident, you must be able to identify specific units. Australian Standards such as AS 2550.1 (Cranes) and AS 4024.1 (Safety of Machinery) often require that specific items of plant can be individually identified to verify their history and compliance status. If the serial number plate is missing or worn, engrave a unique ID onto the chassis and record that number in this register.

For high-risk plant, you may need to record additional data such as registration numbers or engineer details. However, for general trade equipment, these core fields provide the necessary control. This information supports your duty to maintain plant so it is without risks to health and safety. If an inspector from Safe Work Australia or your state regulator visits, a well-kept identification system demonstrates that you take your compliance obligations seriously. Keep these fields up to date whenever you buy, sell, or decommission gear.

Purchase Date Enter the date the asset was installed and ready for use. This date is because it determines when you can start claiming deductions. Under the Income Tax Assessment Act 1997 (Cth), depreciation typically begins on the date you first use the asset or install it ready for use. For accounting purposes, use the actual invoice date or settlement date listed on your tax invoice. Keep a copy of the supplier invoice and proof of payment with this record to satisfy Australian Taxation Office (ATO) audit requirements.

Purchase Price Record the total cost incurred to acquire the asset and get it operating. This figure must include the base price of the equipment plus delivery charges, installation costs, and any initial modifications needed to make the asset suitable for your business. Accurate capitalisation is required under Taxation Ruling TR 93/30. If you trade in an old machine, list the net cost after subtracting the trade-in value. Do not separate these amounts if they contribute to the final functioning of the plant. The total figure here forms the cost base for your depreciation calculations.

GST Content Specify exactly how much GST is included in the purchase price. If you are registered for GST, you claim the total GST paid on the equipment as a credit in your Business Activity Statement (BAS). You must not claim GST credits within your depreciation schedule. Ensure the price you record for depreciation purposes is the GST exclusive amount. If the asset is a second-hand purchase from a private seller that is not a taxable supply, record the content as zero.

Estimated Effective Life Enter the number of years the asset is expected to be usable for income producing purposes. The ATO issues Taxation Rulings TR 2021/3 and TR 2021/4 which provide safe harbour estimates for various plant and equipment. You may use the ATO Commissioner's estimate of effective life or self-assess based on your own usage patterns and industry experience. For high turnover items, a shorter life might be appropriate, while heavy machinery may justify a longer period. This figure determines the depreciation rate for the Diminishing Value or Prime Cost methods. Review this estimate periodically if circumstances change significantly, such as increased usage causing earlier wear and tear than expected.

Maintenance and Service Log

Use this table to record every maintenance activity, safety inspection, and repair performed on the equipment. Accurate record-keeping is essential for safety compliance and forms part of your duty of care under the Work Health and Safety Act 2011 (WHS Act). Australian Safe Work Australia inspectors require evidence that plant and equipment is maintained in a safe condition. Failure to keep these records may result in significant penalties or fines if an incident occurs.

Required Information

For every entry, you must provide the following details:

• Service Date: The exact day the work was completed.
• Description of Work: A clear and concise outline of the task. For routine servicing, list the specific actions taken, such as "oil and filter change" or "hydraulic hose replacement". If the work relates to a specific safety standard, note the standard here. For example, if inspecting an elevating work platform, reference AS 2550.10 (Specific requirements for elevating work platforms). If the service follows a manufacturer’s warranty schedule, state "Warranty Service" and the interval, such as "200-hour service".
• Name of Mechanic/Service Provider: Record the full name of the qualified tradesperson or the business name of the company that performed the work. Ensure this person holds the relevant qualifications for the specific type of plant. If an employee performed the work, record their full name and position.

Retention of Records

You must keep these records for the life of the equipment or as required by WHS regulations in your state or territory. In many cases, safety inspection records for high-risk plant, such as cranes or pressure vessels, must be kept for a minimum period after the item is taken out of service.

Verification and Audits

Keep all supporting documents, such as invoices, service reports, and test certificates, with this register. These documents verify that the work listed in this log was performed by a competent person. If you engage a third-party contractor, ensure they provide a detailed service report outlining the condition of the plant and any recommendations for future repairs. You must review these recommendations and take action to address any identified safety risks immediately.

Disposal Register

Date of Sale Record the exact date the asset left your possession. This date matters for tax purposes and financial records. If the asset was sold on contract, use the settlement date. If you scrapped it, use the date it was removed from the site. This specific date is required to calculate the depreciation adjustment in your business activity statement or tax return. It also marks the end of your responsibility for the safety of that item under the Work Health and Safety Act 2011 (WHS Act). Once the item is sold or destroyed, you are no longer the person conducting a business or undertaking (PCBU) for that specific plant.

Sale Price Write down the total amount received for the item. If you traded it in, record the trade-in value. If you sold it for scrap metal, record the cash amount received. This figure determines if you made a capital gain or loss. You must report this to the Australian Taxation Office (ATO). If you threw the item away for free, write zero. You must also account for Goods and Services Tax (GST) if the sale was part of your business activities. Ensure the sale price matches the amount on your invoice or receipt.

Reason for Disposal Be specific about why the item is no longer in use. Common reasons include obsolete, damaged beyond repair, replaced by newer model, or written off due to wear and tear. If you disposed of the item because it was unsafe, you must record this. This is a legal requirement under the WHS Regulations. If an incident or a dangerous incident occurred involving the plant, you might be required to keep a record of the hazard. For example, if a pressure vessel failed, the reason for disposal should state the nature of the failure. This helps identify patterns in your equipment and proves you are managing risks effectively. This information is useful if WorkSafe inspectors audit your business and ask how you maintain safety standards.

Proof of Transaction You must keep a copy of the disposal record with your tax records for five years. Attach a copy of the bill of sale or the receipt from the scrap yard to this register page. If you destroyed the item, take a photo and keep it with your records. This evidence is required by the ATO to substantiate the value of the asset and prove it is no longer in your control. Without this proof, you cannot claim a tax deduction for the loss or disposal.

Current Location

You must record exactly where this piece of plant or equipment is sitting right now. This field needs to be specific. Do not just write "Site" or "Van". You need to write the exact delivery address, the building level, or the specific grid zone if it is a large construction site.

If the asset is sitting at a construction site, record the site name and the specific area where the machine is stored. For example, write "Level 3 Plant Room" or "South Laydown Area". If the asset is mobile, list the specific depot it is stored at overnight. If you have hired the asset out to a third party, list their business name and site address.

Keeping this register updated is critical for duty of care. In Australia, the Work Health and Safety Act (WHS Act) imposes a strict duty on you to ensure plant is used safely. You cannot manage risks if you do not know where the equipment is located. If a machine is sitting on a site where it should not be, or if it is exposed to weather it is not rated for, you are breaching your safety obligations.

You must also consider the Personal Property Securities Act 2009 (Cth). If you have a security interest in this plant, you need to know its location to protect your ownership rights. If an asset goes missing from a site, you need to know immediately to notify your insurance provider and the police.

For specific types of plant, this field is also a legal requirement under the Model Work Health and Safety Regulations. Certain items with high risk, such as scaffolding, cranes, and pressure equipment, require specific registration and management. If an inspector from Safe Work or WorkSafe asks to see your high-risk work licence or registration records, they will ask to see the machine. If your register says it is at one site but it is actually at another, you face on-the-spot fines and prosecution.

Update this field every time the asset moves. If a foreman takes a generator from Head Office to a project in Parramatta, the register must change that day. Do not wait for the weekly update. This is not just admin. It is a core part of your safety management system. Knowing the location helps you conduct regular inspections, ensure unauthorised people do not use the gear, and verify that the site conditions are safe for that specific piece of plant.

Risk Assessment

Identified Hazards and Control Measures

Use this section to document specific hazards linked to high-risk plant and the steps required to manage them. You must assess risks according to the hierarchy of controls found in Regulation 36 of the Work Health and Safety Regulation 2011 (Cth) or your state equivalent. Start with the most effective control. If a risk remains, you must document further control measures until the risk is reduced to as low as reasonably practicable.

For each high-risk item, describe the hazard and select a control measure.

Example Hazards and Controls

• Item: Mobile Plant (e.g., Skid Steer, Excavator)

• Hazard: Movement of plant and collision with pedestrians or structures.

• Control: Eliminate the hazard by separating pedestrians and vehicles using physical barriers. If this is not possible, use an engineering control such as proximity sensors or reversing cameras. Administrative controls include creating traffic management plans and using spotters. Personal Protective Equipment (PPE) like high visibility clothing is the last line of defence.

• Item: Pressure Equipment (e.g., Air Compressor, Boiler)

• Hazard: Uncontrolled release of stored energy causing explosion or projectile injury.

• Control: Apply engineering controls by installing pressure relief valves and safety gauges. Ensure a competent person inspects the plant in line with AS/NZS 3788: Pressure equipment - In-service inspection. Use administrative controls such as lockout tagout (LOTO) procedures during maintenance.

• Item: Powered Mobile Plant (Item with Roll-over Risk)

• Hazard: Roll-over resulting in crushing injuries.

• Control: Install a rollover protective structure (ROPS) as an engineering control. This is a design requirement often referenced in AS 2294 series. Ensure the operator wears a seatbelt. Do not rely solely on training.

• Item: Industrial Lift Truck (Forklift)

• Hazard: Instability and tipping loads.

• Control: Use engineering controls like load backrest extensions and speed limiters. Follow administrative controls by enforcing speed limits and ensuring operators hold a High Risk Work Licence (HRWL) class LF.

Specific Legislative Requirements

High-risk plant requires specific attention under the Work Health and Safety Act 2011. Certain items, such as concrete placing booms, tower cranes, and amusement devices, require notification to the regulator before use. Refer to Schedule 5 of the WHS Regulations to confirm if your plant requires registration.

You must keep records of your risk assessments. If the plant changes or you move it to a new workplace, you must review the control measures to ensure they remain effective. Consult with workers and Health and Safety Representatives (HSRs) during this process, as required by the Act.