Handover of lifting equipment inspection evidence in New Zealand

A crane, hoist or lifting accessory can move between contractors, workfronts or hire arrangements faster than its inspection record does. The receiving team needs to know exactly which equipment is arriving, what it can be used for, when it was last examined, whether a defect remains open and who will check it before the next lift. A delivery docket by itself is not that evidence.

WorkSafe New Zealand's crane safety fact sheet for construction managers says a lifting-equipment register showing inspection dates should be available on request. Its mobile elevating work platform guidance gives equipment-specific examples of logbooks, routine inspections, repairs and records. Requirements vary by equipment and applicable standards. This guide addresses record and condition transfer at handover, not engineering approval of a lift or a universal inspection interval.

Identify the item without ambiguity

Record asset or serial number, equipment type, manufacturer, capacity or rating where relevant, owner, supplier and physical location. For loose lifting gear, identify each item or traceable set rather than writing “slings delivered.” Match the tag or plate to the inspection report and the item on site. If an attachment has changed, check whether the existing evidence still covers the configuration.

Note the intended task and environment. A machine suitable for one site may face different ground conditions, overhead services, access or loading at another. Inspection records establish a condition history; they do not determine that the next lift is planned safely. Keep the equipment handover distinct from the lifting plan and competent operator checks.

Obtain the current inspection trail

Ask for the applicable latest inspection or examination record, maintenance history, manufacturer's instructions and any defect or restriction notice. The receiving person should check date, item identity, competent examiner details, scope and outcome. A certificate for a different serial number or configuration should be queried. Avoid describing an expired record as current simply because a supplier has promised an update.

Do not invent one recurring interval for all cranes, accessories and platforms. The applicable legislation, standards, manufacturer and use conditions determine the regime. WorkSafe's MEWP guidance illustrates why a specific machine may need a readily available logbook and records of faults and repairs. A crane or sling requires its own applicable checks, not the MEWP schedule copied across.

Resolve defects before custody changes

Identify open defects, what controls are in place and whether the item is out of service. A supplier's work order does not prove repair. Request evidence of the repair and, where required, competent reinspection before use. If the receiving contractor accepts possession of a restricted item, the restriction must travel with it visibly. Record who was told and where the equipment will be stored so it cannot be assigned accidentally.

Separate cosmetic observations from defects affecting safe use through competent assessment. The receiving supervisor should not make a structural judgement based on a photo in a file. Where the evidence is missing or contradictory, keep the equipment unavailable for lifting until resolved.

Check the actual item at arrival

Inspect the delivered equipment against the description and visible condition. Check labels, guards, hooks, safety devices and obvious damage as appropriate to the item. Confirm manuals and records are accessible to the people who need them. A pre-use check by the operator remains necessary even when a formal periodic inspection exists. Record the arrival check, its date, the checker and any exception.

The WorkSafe construction guidance highlights planning and communication where several businesses work on a changing site. Agree which party checks site suitability, which supplies inspection evidence and which controls access. A hire agreement can allocate tasks but cannot simply erase overlapping health and safety duties.

Handover to the lifting team

Give the lift planner or supervisor the equipment identity, relevant capacity, restriction, inspection status and any change to the proposed configuration. Do not leave the documents with procurement while the crew makes the lift. If the equipment moves to another contractor, repeat the handover and record the new custodian. The log should show the latest condition at the time of each transfer, not just the original delivery.

Example: a replacement lifting accessory

A worn chain sling is removed and a supplier delivers a replacement shortly before a scheduled lift. The receiving supervisor checks the sling identifier against its examination record, confirms the rating and intended configuration, and records that the worn item remains quarantined. The lifting team checks whether the replacement changes the lift plan and performs its pre-use assessment. If the new sling's record refers to a different identifier, the lift is deferred until the mismatch is resolved.

The important evidence is the link between physical item, current examination, condition, custodian and actual lift. A generic “gear checked” box would not establish it.

Retain a usable custody history

Keep delivery, inspection, maintenance, defect, repair, acceptance and subsequent transfer records in sequence. Preserve failed checks as well as successful ones. Review repeated missing records with the supplier and amend procurement arrangements if necessary. At project close, return the equipment with any newly identified defect and repair information so the next user does not inherit a hidden problem.

For a current-product discussion, see Complys New Zealand health and safety software and confirm how current equipment records can be organised. This guide does not claim that Complys measures loads, certifies lifting equipment, verifies technical inspections or authorises a lift.