This is a ready-to-use register for scheduling and escalating equipment periodic reviews across a whole equipment population. The single most common finding on this topic is an overdue periodic review that nobody was tracking, and this register exists to make that impossible: every asset’s next-due date lives in one place, sorted by how close it is to breach, with an escalation rule that fires before the date passes rather than after. Replace every <<FILL: ...>> placeholder with your own specifics. A filled specimen follows. This content is general educational reference, not legal or regulatory advice.
This register tracks the schedule only. The review itself is documented on the Report: Equipment Periodic Review, and the decision to requalify or not is captured on the Form: Requalification Impact Assessment and Scope Determination.
Column definitions
| Column | Format | Required | Notes |
|---|---|---|---|
| Equipment ID | Unique ID | Yes | Matches the physical label and the equipment master list |
| Description | Text | Yes | What the asset is |
| Risk class | High / Medium / Low | Yes | From the documented criticality classification, with the classification record referenced |
| Review interval | Months | Yes | The default for the risk class, or a documented deviation from it with rationale |
| Last review date | Date | Yes | From the most recently approved periodic review report, or “first review” |
| Last review conclusion | Remains qualified / Remains qualified with actions / Requalification required | Yes | Carried forward from the report |
| Next due date | Date | Yes | Last review date plus interval, or the qualification release date plus interval for a first review |
| Days to due / days overdue | Number | Yes, calculated | Negative once past due; drives the status column |
| Status | Scheduled / Due soon / Overdue | Yes | Overdue equals a control failure until escalated and recovered |
| Owner | Role or name | Yes | The system/equipment owner accountable for initiating the review |
| Escalation raised | Deviation number or “N/A” | Conditional | Required once status reaches Overdue |
Register (blank)
| Equipment ID | Description | Risk class | Interval | Last review | Conclusion | Next due | Days to/overdue | Status | Owner | Escalation ref |
|---|---|---|---|---|---|---|---|---|---|---|
<<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> |
<<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> | <<FILL>> |
Control rules (state these in the governing SOP)
- The register is sorted by days to due, not by equipment ID, so the assets closest to breach sit at the top every time it is opened. An alphabetical list buries the one item that matters this week.
- A “due in
<<FILL: e.g. 60 days for High, 90 for Medium/Low>>” notification is issued automatically to the owner and QA, with enough lead time for the owner to assemble change, deviation, calibration, and PM data before the due date, since that data pull is the bulk of the work and the most common source of delay. - A review is Overdue the day after its due date, with no grace period. The status changes automatically; nobody has to notice and mark it.
- An Overdue status past
<<FILL: e.g. 30 days>>is raised as a deviation, referenced in the escalation column, and reported to<<FILL: forum, e.g. the monthly quality systems review>>until closed. Silence is not an acceptable state for an overdue row. - An overdue period is never skipped or shortened to catch up. When the review finally runs, it still covers the full window back to the end of the last review period; the due date moves, the coverage does not.
- The interval column reflects the documented risk-class default unless a specific, approved rationale sets a different interval for that asset, in which case the rationale reference is recorded, not just the number.
- The register itself is a controlled record, reconciled against the equipment master list at least
<<FILL: frequency, e.g. quarterly>>so that no in-service, risk-classified asset is missing a row.
Retention and review
Retain superseded versions per <<FILL: retention period>>. Reconcile the register against the equipment master list at least <<FILL: frequency>> to confirm completeness (every in-scope asset has a row), accuracy (statuses match the actual review dates on file), and that no asset was quietly dropped when it was relocated, renamed, or reclassified.
Filled specimen
The following shows a populated register covering a mix of risk classes at a single site, viewed on the date it was pulled for a quality systems review. Numbers and IDs are illustrative.
| Equipment ID | Description | Risk class | Interval | Last review | Conclusion | Next due | Days to/overdue | Status | Owner | Escalation ref |
|---|---|---|---|---|---|---|---|---|---|---|
| STZ-04 | Steam sterilizer | High | 12 mo | 2025-06-12 | Remains qualified with actions | 2026-06-12 | 278 days to due | Scheduled | M. Devi | N/A |
| BRX-014 | Bioreactor | High | 12 mo | 2023-01-15 | Remains qualified | 2024-01-15 | 968 days overdue | Overdue | S. Okafor | DEV-2026-0091 |
| TAB-07 | Tablet press | Medium | 24 mo | 2025-01-08 | Remains qualified | 2027-01-08 | 122 days to due | Scheduled | R. Alvarez | N/A |
| BAL-1102 | Analytical balance | Low | 36 mo | 2024-08-01 | Remains qualified | 2027-08-01 | 328 days to due | Scheduled | QC Lab Lead | N/A |
| HPLC-11 | HPLC with CDS | High | 12 mo | 2025-11-20 | Remains qualified with actions | 2026-11-20 | 41 days to due | Due soon | A. Reyes | N/A |
BRX-014 is nearly three years overdue on a High-risk asset and is the item the register exists to surface. Its escalation reference (DEV-2026-0091) shows the overdue status was converted into a tracked deviation rather than left as a silent gap, which is the difference between a register doing its job and a spreadsheet nobody reads.
Common inspection findings this log prevents
- A periodic review that was due years ago, with no record that anyone noticed, because the tracking lived in individual owners’ memory or in a document that was never reconciled against the equipment population.
- An overdue review with no deviation, no escalation, and no interim assessment of whether the equipment is still fit for use.
- A register sorted or filed in a way that makes the single most overdue asset easy to miss.
- An equipment master list and a periodic review schedule that disagree on which assets are in scope.
- An interval applied inconsistently across identical assets with no documented rationale for the exceptions.
How to adapt this log
- Populate it from the equipment master list and the current risk classification, not from memory or from whichever reviews happen to be filed already.
- Wire the due-soon and overdue status changes to an automated notification where a CMMS or validation lifecycle system is available; do not rely on someone opening the spreadsheet.
- Set the lead time and the deviation-trigger threshold to intervals your organization can realistically act on.
- Reconcile against the equipment master list on the stated cadence so a relocated, retired, or reclassified asset cannot silently disappear from the schedule.
- Feed the overdue count and trend into the same quality metrics and management review that tracks other periodic review performance.