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  • Welcome to your QMS
  • Quality Manual
  • Procedures
    • GP-001 Control of documents
    • GP-002 Quality planning
    • GP-003 Audits
    • GP-004 Vigilance system
    • GP-005 Human Resources and Training
      • Templates
      • Specific procedures
        • SP-005-001 Anti-corruption and anti-bribery
        • SP-005-002 Equipment Health Check
    • GP-006 Non-conformity, Corrective and Preventive actions
    • GP-007 Post-market surveillance
    • GP-008 Product requirements
    • GP-009 Sales
    • GP-010 Purchases and suppliers evaluation
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    • GP-016 Traceability and identification
    • GP-017 Technical assistance service
    • GP-018 Infrastructure and facilities
    • GP-019 Software validation plan
    • GP-020 QMS Data analysis
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    • GP-022 Document translation
    • GP-023 Change control management
    • GP-024 Predetermined Change Control Plan
    • GP-025 Usability and Human Factors Engineering
    • GP-027 Corporate Governance
    • GP-028 AI Development
    • GP-029 Software Delivery and Commissioning
    • GP-030 Cyber Security Management
    • GP-050 Data Protection
    • GP-051 Security violations
    • GP-052 Data Privacy Impact Assessment (DPIA)
    • GP-100 Business Continuity (BCP) and Disaster Recovery plans (DRP)
    • GP-101 Information security
    • GP-200 Remote Data Acquisition in Clinical Investigations
    • GP-026 Market-specific product requirements
    • GP-110 Esquema Nacional de Seguridad
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  • Procedures
  • GP-005 Human Resources and Training
  • Specific procedures
  • SP-005-002 Equipment Health Check

SP-005-002 Equipment Health Check

TL;DR

Every month, upload an image of your company-owned equipment to the Google Drive folder R-005-002-001 Equipment Health Check

Purpose​

The purpose of this procedure is to ensure that all company-owned equipment remains in good working condition through regular monthly visual inspections. This systematic approach helps us maintain our infrastructure integrity, prevent equipment damage, and ensure compliance with our quality management system requirements.

Scope​

This procedure applies to people who have been provided with company-owned equipment for their work activities. This includes, but is not limited to:

  • Laptop computers
  • External monitors
  • Keyboards and mice
  • Charging cables and power adapters
  • Any other company-provided hardware

Outputs​

  • Monthly equipment photographs stored in R-005-002-001 Equipment Health Check folder
  • Documentation trail of equipment condition over time
  • Early identification of equipment maintenance needs

Development​

Image Capture Requirements​

Captured images must meet the following standards to ensure proper documentation:

  1. Lighting: Photographs must be taken in adequate lighting to clearly show equipment condition
  2. Coverage: Include all sides of the equipment that are visible during normal use
  3. Focus: Images must be in focus and clearly show any wear, damage, or identifying features
  4. Arrangement: Arrange equipment in a clear, organized manner similar to the example provided below

The following image demonstrates the proper way to photograph your equipment for the health check:

Equipment Health Check Example

As shown in the example, arrange your equipment to display:

  • The laptop or primary device (open to show screen and keyboard)
  • Power adapter and cables (arranged to show their condition)
  • Any additional peripherals (mouse, external keyboard, etc.)
caution

Do not include personal items or sensitive information in the photographs. Dim down the screen fully or turn the device off to avoid capturing sensitive information.

Equipment Inspection Process​

All Company Personnel with assigned company equipment must perform a comprehensive equipment health check on a monthly basis.

Checklist​

When performing the monthly equipment health check, ensure you inspect and document the following aspects:

  • Physical condition: Check for any cracks, dents, or physical damage to the equipment casing
  • Screen condition (if applicable): Verify the screen is free from cracks, dead pixels, or discoloration
  • Keyboard and trackpad (if applicable): Ensure all keys are present and functional
  • Ports and connections: Verify all USB, HDMI, and other ports are intact and not damaged
  • Cables and adapters: Check power cables and adapters for fraying, exposed wires, or damage
  • Overall cleanliness: Equipment should be reasonably clean and free from excessive dust or debris
tip

Take photographs in good lighting conditions to ensure all details are clearly visible. If equipment has multiple components (laptop, charger, mouse, etc.), include all items in the photograph or take multiple photos.

Google Drive Upload Process​

  1. Access the designated Google Drive folder: R-005-002-001 Equipment Health Check
  2. Navigate to the current year folder (create if it doesn't exist)
    • Example: For 2025, navigate to or create a folder named 2025
  3. Navigate to the current month folder (create if it doesn't exist)
    • Use two-digit month format: 01 for January, 02 for February, ..., 12 for December
    • Example: For November, navigate to or create a folder named 11
  4. Create your personal folder (if it doesn't already exist)
    • Use your full name as it appears in company records
    • Example: For employee Pepito Pérez, create a folder named Pepito Pérez
  5. Upload your equipment photograph(s)
    • Name the file with the date of inspection: YYYY-MM-DD_EquipmentCheck.jpg
    • Example: 2025-11-15_EquipmentCheck.jpg

For an employee named Pepito Perez performing their November 2025 equipment check, the complete path would be:

R-005-002-001 Equipment Health Check > 2025 > 11 > Pepito Perez > 2025-11-15_EquipmentCheck.jpg

Reporting Equipment Issues​

If during the monthly equipment health check you identify any of the following issues, you must report them immediately to your supervisor:

  • Physical damage that affects equipment functionality
  • Screen damage including cracks or dead pixels
  • Non-functioning keys or ports
  • Damaged or exposed cables
  • Any safety concerns such as battery swelling or overheating

Use the standard incident reporting procedure outlined in GP-004 Vigilance system for documenting and escalating equipment issues.

Compliance Monitoring​

The JD-001 and the JD-006 will perform quarterly reviews of the Equipment Health Check folder to ensure:

  • All personnel are completing monthly checks
  • Images meet quality standards
  • Any identified issues have been properly addressed
  • The folder structure is being maintained correctly

Non-compliance with this procedure will be addressed through the corrective action process defined in GP-002 CAPA.

Associated Documents​

  • GP-005 General human resources management
  • GP-018 Infrastructure management
  • GP-002 CAPA
  • GP-004 Vigilance system
  • R-002-005 Quality Calendar
  • R-005-002-001 Equipment Health Check (Google Drive folder)

Signature meaning

The signatures for the approval process of this document can be found in the verified commits at the repository for the QMS. As a reference, the team members who are expected to participate in this document and their roles in the approval process, as defined in Annex I Responsibility Matrix of the GP-001, are:

  • Author: Team members involved
  • Reviewer: JD-003, JD-004
  • Approver: JD-001
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SP-005-001 Anti-corruption and anti-bribery
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GP-006 Non-conformity, Corrective and Preventive actions
  • Purpose
  • Scope
  • Outputs
  • Development
    • Image Capture Requirements
    • Equipment Inspection Process
      • Checklist
    • Google Drive Upload Process
    • Reporting Equipment Issues
    • Compliance Monitoring
  • Associated Documents
All the information contained in this QMS is confidential. The recipient agrees not to transmit or reproduce the information, neither by himself nor by third parties, through whichever means, without obtaining the prior written permission of Legit.Health (AI LABS GROUP S.L.)