When equipment documents are split across purchasing, maintenance and warehouse folders, matching them during a fault or receipt review becomes difficult. Keep two layers: batch documents and each container's identity and event history.
Shared documents in the batch file
File invoices, delivery records, quoted configuration and common technical documents by model or order number. Use revision and date in the filename; keep different configurations of one model distinct.
Identity and events for each unit
Open a record for each unit with serial number, model, current location and status. Add service, fault, repair, custody transfer and inventory-count events with dates and document links.
Close the record before archiving. For a sale, return or disposal, record the final location and date and update active inventory. Confirm warranty, financial-record and other retention periods with the relevant owner; archive or delete only under the applicable schedule.
