What this is
What is a temporary repair record?
What is a temporary repair record?
It is the record used in KnowMaintain to capture a repair that is not the permanent fix: what was done, why it fell short of a full repair, and what controls are in place while it stays that way. It carries an expiry date and a named plan for the proper fix, and it is built against ISO 55001 cl.8.2.
What makes a repair temporary rather than permanent?
A repair is temporary when it restores function without restoring the asset to its designed condition, typically because a part was unavailable, there was no access window, or a decision or budget is still pending. If it has no expiry date and no permanent fix planned, it is not temporary, it is just undocumented risk.
What happens if a temporary repair is not closed by its expiry date?
The record is designed to surface this as a late closure rather than let it slide silently. Days Until Expiry and Completed On Or Before Expiry exist specifically so a missed date shows up as a finding, and an extension has to be logged and re-approved rather than assumed.
Scope
When is a temporary repair record required?
This record is one step in the Reliability and Predictive Maintenance programme, and it exists only for repairs that are known, at the time they are made, not to be the final fix. Using it for anything else produces a risk register full of noise.
Use this template when
- A repair was just made that restores function but not the asset's designed condition
- The reason it's temporary is known now: part unavailable, no access window, or a pending engineering or budget decision
- A new record is needed; each one gets its own ID in the form TREP-2026-000
- A permanent fix can be named, even provisionally, with a target date
- A linked record needs this one to exist: it links the asset and feeds the eventual work order
Do not use it for
- Equipment Failure Report, which records that an asset has failed and stopped or degraded production, not what was done about it.
- Failure Mode Record, which records how an asset failed using standard failure mode codes rather than the fix applied.
- Repair Record, which is for a fix that restores the asset's designed condition, not a stopgap with an expiry date.
- Anything outside KnowMaintain, which belongs in the workspace that owns that process
- A repair you already know is permanent, which only needs the Repair Record and skips the risk-band scoring entirely
Compliance mapping
Which ISO 55001 cl.8.2 requirements does this satisfy?
The template is built against ISO 55001 cl.8.2, management of change, but a temporary repair touches several other clauses of the standard as it moves from fix to closure.
| Clause | Requirement | Where it lands |
|---|---|---|
| ISO 55001 cl.8.2 | A departure from the asset's designed condition is treated as a managed change, not an informal workaround | The temporary repair |
| ISO 55001 cl.6.1 | Risks arising from the temporary condition are identified and addressed on their own terms, not folded into the original failure | Risk while in place |
| ISO 55001 cl.8.1 | Operational controls (monitoring, restrictions) continue to apply while the asset runs outside its normal condition | Risk while in place |
| ISO 55001 cl.5.3 | The authority accepting residual risk is defined by role, and scales with how severe that risk is | Permanent fix |
| ISO 55001 cl.8.2 | The change has a defined end: a permanent fix, scheduled, with a date it must be done by | Permanent fix |
| ISO 55001 cl.9.1 | The asset's condition is monitored for as long as the temporary state remains in place | Risk while in place |
| ISO 55001 cl.10.1 | A fix that runs past its expiry, or a risk that resurfaces, is handled as a nonconformity with a corrective action, not just noted | Closure |
What it does not cover
- Expiry Date, which is the only thing forcing the permanent fix to happen rather than becoming the new normal.
- Repair Tagged On Equipment, which is the physical control that stops the next technician treating a stopgap as designed.
- Approval Level, which shows whether the authority accepting the risk actually matches how severe that risk is.
- Increased Monitoring Applied, which is the control meant to catch deterioration while the real fix is deferred.
- Action Required, which is where a fix that only half-holds gets a named gap and an owner, instead of quietly staying half-held.
Global
Temporary Repair Record requirements by country
A temporary repair rarely stays inside one framework: it is an asset management decision, a workplace safety control, and, on a food site, a hygiene control all at once.
ISO 55001 cl.8.2 and cl.6.1
Asset management standard, not a legal instrument
A temporary repair is a managed change with an identified, time-bound risk; the standard does not permit an undated stopgap.
Regulation (EC) 852/2004 and the Food Safety and Hygiene (England) Regulations 2013
Statutory hygiene requirement
Where the asset touches product, a temporary fix that leaves loose material, poor sealing or a non food-grade surface is a hygiene control failure, not just a reliability one.
OSHA 29 CFR 1910.147
Federal workplace safety standard for control of hazardous energy
A tagged temporary repair sits close to lockout/tagout practice; an untagged or unmonitored stopgap on energised equipment is the kind of gap the standard is written to close.
How to complete it
How to complete a temporary repair record, step by step
Filling in every field is mechanical. The judgement calls below are what decide whether the record actually defends the decision to run the asset in a degraded state.
Safety Risk, Food Safety Risk and Reliability Risk are scored separately for a reason. Averaging a low reliability score against a high food safety score to get a comfortable middle band defeats the point of scoring them apart.
An expiry date set from actual parts lead time or the next planned shutdown is a control. One set to 'a few months out' because that felt safe is just a number, and Days Until Expiry will not save it.
Approval Level exists to put a Quality manager, Site manager or Group technical decision behind the risk, not to rubber-stamp what the technician already decided under time pressure.
A record that scores well on paper but has no tag on the equipment and no increased monitoring applied is describing intent, not the asset's actual state.
What auditors find
Most common temporary repair record findings
These are the gaps that show up most often when a temporary repair record is checked against the asset it describes.
| Finding | Clause | What fixes it |
|---|---|---|
| Expiry Date is set with no Follow Up Work Order ID linked to it | ISO 55001 cl.8.2 | Require a work order reference before the record can move past Planned, so the expiry has something concrete pushing toward it. |
| Repair Tagged On Equipment is recorded as No on a repair with a Medium or High risk band | ISO 55001 cl.8.1 | Block closure of the risk section until the tag is confirmed in place, or require a documented reason it isn't needed. |
| Increased Monitoring Applied is No despite a Medium or High Reliability Risk score | ISO 55001 cl.9.1 | Make Monitoring Frequency mandatory whenever any of the three risk fields scores above Low, not just when monitoring was already chosen. |
| Approval Level is recorded by the same user named as Technician on the same record | ISO 55001 cl.5.3 | Enforce that Approved By and Technician cannot be the same person for anything above the lowest risk band. |
| Completed On Or Before Expiry is Late with no Extended flag or updated Expiry Date behind it | ISO 55001 cl.10.1 | Require an Extended record with a new approval whenever the original expiry passes without the permanent fix. |
| Action Required is No on a record where Reliability Risk was scored High | ISO 55001 cl.6.1 | Cross-check Action Required against the risk fields at closure, and flag the mismatch for supervisor review rather than letting it close silently. |
Case in point
Case in point: the tag that fell off
A conveyor drive on a packing line was straightened rather than replaced after a jam, logged with a Medium reliability risk and a ninety-day expiry against a parts order. The tag went on, monitoring was set to quarterly, and the record closed as Planned.
The parts order slipped twice, the expiry date was never revisited, and the physical tag was removed during an unrelated clean-down. Eight months later the same drive failed properly, and the only trace of the earlier decision was a record with an expiry date that had passed unnoticed and no extension logged against it.
The template
The template, field by field
The form exactly as it installs. Every field, option, score and conditional rule is editable, and the links to other templates come with it.
5 sections
- Reference
- MNT-016
- Archetype
- Record
- Record ID
- TREP-2026-000
- Scoring
- Risk band
- Direction
- High is bad
- Singleton
- No
- Basis
- ISO 55001 cl.8.2
- Links
- Links Asset; feeds Work Order
- Tags
- Maintenance, Risk
- Sections
- 5
- Fields
- 46
- Follow up fields
- 5
- Repeating sections
- 0
- Links out
- 4
Header
13 fieldsRepair ID*
Auto sequence. Format TREP-2026-000.
The record's own ID. Other templates point at this value.
Status*
Drives who this goes to next.
- Planned2 pts
- In progress2 pts
- Complete3 pts
- Deferred0 pts
- Open0 pts
- Closed3 pts
- Overdue0 pts
Date and Time*
Raised By*
Site*
Site ID*
Format SITE-000.
Links to FDN-001 Site ID
Area
The area within the site.
Exact Location
Drop a pin for anything hard to find.
Asset*
Asset ID*
Format AST-0000.
Links to FDN-002 Asset ID
Every Temporary Repair Has An Expiry
Temporary repairs that nobody tracks are how equipment quietly becomes unsafe. If it has no expiry date and no permanent fix planned, it is not temporary.
Work Order ID
Links to MNT-002 Work Order ID
Case ID
Thread key
The temporary repair
5 fieldsWhat Was Done*
Why Temporary*
Part unavailable, no access window, awaiting engineering decision or awaiting budget.
- Part unavailable1 pt
- No access window1 pt
- Awaiting engineering decision1 pt
- Awaiting budget0 pts
Repair Method*
- Component replacement4 pts
- Manufacturer approved repair3 pts
- Straightening or welding0 pts
Photograph*
Repair Tagged On Equipment*
So the next technician does not assume it is a permanent installation.
- Yes3 pts
- No0 pts
Risk while in place
8 fieldsSafety Risk*
- None4 pts
- Low3 pts
- Medium1 pt
- High0 pts
Food Safety Risk*
- None4 pts
- Low3 pts
- Medium1 pt
- High0 pts
Reliability Risk*
- Low3 pts
- Medium1 pt
- High0 pts
Additional Controls Applied
Increased Monitoring Applied*
- Yes3 pts
- No0 pts
Monitoring Frequency
Operating Restrictions Applied*
- Yes3 pts
- Not needed3 pts
- No0 pts
Restriction Detail
Permanent fix
8 fieldsPermanent Fix Defined*
- Yes, scheduled3 pts
- Yes, not scheduled1 pt
- No0 pts
Permanent Fix Detail
Parts On Order
Expiry Date*
The date by which the permanent fix must be done.
Follow Up Work Order ID
Links to MNT-002 Work Order ID
Days Until Expiry
Approved By*
Approval Level*
- Quality manager2 pts
- Site manager1 pt
- Group technical0 pts
Closure
12 fieldsPermanent Fix Completed
- Yes3 pts
- No0 pts
Completed On Or Before Expiry
- Yes3 pts
- Late0 pts
Extended
Tag Removed
- Yes3 pts
- No0 pts
Action Required*
Raise the action record, then enter its reference here.
- No2 pts
- Yes0 pts
Priority
- High0 pts
- Medium1 pt
- Low3 pts
CAPA ID
Format CAPA-2026-00000.
Links to FDN-014 CAPA ID
Action Owner
Technician*
Signature*
Maintenance Manager*
Second Signature*
MNT-016 · record IDs look like TREP-2026-000 · Links Asset; feeds Work Order
Open in KnowellaRun it with agents
From a document you fill in to a programme that runs itself
The form captures the decision. Keeping the expiry date live, chasing the permanent fix, and holding the risk controls together while the stopgap is in place is where it actually gets lost.
Tracks every open temporary repair against its expiry date, flags a missed date as a nonconformity, and keeps the link to the permanent-fix work order visible until it closes.
Watches the safety risk score and the tag status together, so an untagged high-risk stopgap surfaces before someone works on the asset assuming it's fully repaired.
Follows the food safety risk score on any temporary repair touching product-contact equipment, and holds the evidence for the next audit.
Chases the permanent fix, rolls open temporary repairs and their approaching expiries into one view, and holds every write for your approval before it touches a record.
This template lives in KnowMaintain — asset maintenance. Work orders, planned maintenance, calibration, reliability and shutdowns.
Meet KnowMaintain→Glossary
Temporary Repair Record definitions and key terms
- Temporary repair
- A fix that restores an asset's function without restoring its designed condition, made with a known, stated reason and a plan for the permanent fix.
- Risk band
- A scored classification of how much risk a condition carries while it remains unresolved, here run across safety, food safety and reliability separately, where high is bad.
- Management of change
- The ISO 55001 cl.8.2 requirement that any deviation from an asset's normal, designed condition be assessed and controlled rather than left informal.
- Expiry date
- The date by which a temporary repair's permanent fix must be completed; the forcing mechanism that stops a stopgap becoming the new normal.
- Corrective action
- The ISO 55001 cl.10.1 response to a nonconformity, such as a temporary repair that runs past its expiry without an approved extension.
FAQ
Frequently asked questions about temporary repair record
What is the temporary repair record template based on?+
It is built against ISO 55001 cl.8.2, management of change, which treats a departure from an asset's designed condition as something to be assessed and controlled rather than left informal.
What sections does the temporary repair record contain?+
There are 5 sections: header, the temporary repair, risk while in place, permanent fix, and closure. Together they hold 46 fields, 27 of which are required.
How often is a temporary repair record raised?+
A new record is raised whenever a temporary fix is made, at the moment it happens rather than reconstructed afterwards. Each one gets an ID in the form TREP-2026-000 so it can be traced from other records.
Who approves a temporary repair record?+
The maintenance manager approves it, but the approval level scales with risk: Quality manager, Site manager or Group technical, chosen against how severe the safety, food safety and reliability scores turn out to be.
How is a temporary repair record scored?+
It scores as a risk band, where high is bad, built from separate Safety Risk, Food Safety Risk and Reliability Risk fields rather than one combined number.
Can the temporary repair record template be changed?+
Yes. Every field, option, score and conditional rule is editable, and the links to the asset and work order come with it. Most teams install it as it is, run it for a cycle, then adjust.
Keep going
Related templates and programmes
Industries this is written for
Programmes this belongs to
Used together in Reliability and Predictive Maintenance
Root Cause Analysis
Finds out why something happened rather than who was involved
Equipment Failure Report
Records that an asset has failed and stopped or degraded production
Failure Mode Record
Records how an asset failed, using standard failure mode codes rather than free text
Repair Record
Records what was actually done to fix the asset, including parts replaced and settings changed
Repeat Failure Review
Reviews an asset that has failed the same way more than once
Production Impact Record
Records what the failure cost in lost output, scrap and late orders
More in Breakdowns
Equipment Failure Report
Records that an asset has failed and stopped or degraded production
Failure Mode Record
Records how an asset failed, using standard failure mode codes rather than free text
Repair Record
Records what was actually done to fix the asset, including parts replaced and settings changed
Repeat Failure Review
Reviews an asset that has failed the same way more than once
Production Impact Record
Records what the failure cost in lost output, scrap and late orders
Breakdown Debrief
A short review straight after a significant breakdown, capturing what happened and what would have helped
Written and reviewed by
Siddarth Singh
Founder & Chief Executive Officer, Knowella
Certified Safety Professional and industrial and systems engineer with more than a decade inside food supply chain, freight and manufacturing operations. This page was written against the current text of the standards it cites, not against secondary summaries of them.
- Certified Safety Professional (CSP), Board of Certified Safety Professionals
- MBA, University of Chicago Booth School of Business
- MS and BS, The Ohio State University, Industrial and Systems Engineering
- Six Sigma Black Belt
Sources and last review. Reviewed 16 August 2026 against:
- ISO 55001 cl.8.2 — Management of change
- ISO 55001 cl.6.1 — Actions to address risks and opportunities
- Regulation (EC) 852/2004 — Hygiene of foodstuffs
- OSHA 29 CFR 1910.147 — Control of hazardous energy
This page is general guidance, not legal advice. Confirm requirements with your jurisdiction’s regulator.