What is preventive maintenance?

Preventive maintenance is an essential practice to ensure the continuous and reliable operation of information systems in companies. This technique consists of carrying out inspections, cleaning, adjustments and replacements of parts on a scheduled basis, before problems occur that could compromise the equipment's performance.

In the area of Information Technology (IT), preventive maintenance refers to a set of planned practices and actions with the aim of avoiding future failures and problems in an organization's systems, hardware and software.

With the advance of technology and the increasing dependence on these systems, it is essential to adopt measures to avoid failures and interruptions in the corporate environment. This strategy has become increasingly common in companies from different sectors, from industry to commerce.

Preventive maintenance aims to guarantee the continuity and reliability of IT operations, minimizing possible interruptions and preventing degradation of system performance. It helps make a company's operations more efficient, which consequently increases the productivity of organizations.

Some preventive maintenance practices include software updates, regular backups, network monitoring and security tests, among others.

In this article, we will explain in detail what preventive maintenance is, give examples of its application and show you how to implement it in your company.

What is the purpose of preventive maintenance?

Preventive Maintenance in IT is a strategic practice whose main objective is to prevent system or equipment failures before they occur.

As well as avoiding unscheduled downtime, preventive maintenance also helps to increase the useful life of equipment and reduce the cost of corrective maintenance, which is carried out to repair problems that have already occurred.

It is an essential component for any company seeking to maximize the efficiency and durability of its technological assets, thus minimizing the risks of unexpected interruptions that could compromise the progress of operations.

Some of the main objectives of preventive maintenance in the IT area are:

1. Reducing failures and interruptions: one of the main objectives of preventive maintenance is to reduce the number of failures and interruptions in the system. This is achieved by identifying and correcting small problems before they become large enough to cause a complete failure.

2. Cost savings: preventive maintenance can result in long-term cost savings. Although there may be an initial cost to implementing a preventive maintenance program, in the long run, savings can be made by avoiding expensive repairs and downtime.

3. Extending the useful life of the equipment: preventive maintenance also aims to extend the useful life of the equipment. By keeping the equipment in optimum working condition, it is possible to prolong its functionality and obtain a greater return on investment.

4. Improving system performance: another important objective of preventive maintenance is to improve system performance. Through regular maintenance, systems tend to work more efficiently and effectively, thus improving overall productivity.

5. Preventing data loss: preventive maintenance also helps prevent data loss, one of the biggest risks for any organization. By ensuring that backup systems are working properly and that information is stored securely, it is possible to minimize the risk of a data loss catastrophe.

Preventive maintenance in IT is therefore an essential strategy for any company that values the efficiency, productivity and longevity of its technological assets, be they equipment, systems or infrastructures.

Even though the concept of preventive maintenance is always the same - preventing failures before they occur - the process by which this happens can vary significantly depending on the nature of the asset. Understand the difference between them.

Preventive maintenance on equipment

Preventive maintenance on equipment is a proactive strategy adopted by companies and organizations to avoid failures and maximize the useful life of their equipment.

This approach involves carrying out planned and regular actions with the aim of identifying and correcting potential problems before they become catastrophic failures.

Programmed inspections are carried out regularly based on a predetermined schedule, allowing for the identification of wear, corrosion, looseness and other problems that could compromise the equipment's performance. Proper lubrication is common practice, reducing friction and wear.

In the same scenario, periodic calibration of instruments and controls is essential to guarantee accuracy in measurements, especially in equipment where precision is vital for performance and safety.

The scheduled replacement of parts subject to wear, such as belts, bearings and filters, takes place before they reach the end of their useful life, avoiding unexpected failures and prolonging the equipment's service life.

The use of reliability analysis tools, such as performance data analysis and predictive techniques, helps to identify critical areas that may require special attention in preventive maintenance.

In addition, the development of preventive maintenance plans taking into account the workload of the equipment, environmental conditions and other relevant factors, allows for the proper scheduling of maintenance activities, avoiding unnecessary interruptions in production.

The effective implementation of preventive maintenance on equipment offers significant benefits, including reduced repair costs, increased operational efficiency, minimized unscheduled downtime and, ultimately, extended equipment life.

Preventive maintenance on systems

The term 'systems' is broad, but in most cases it refers to IT systems or operating systems.

Preventive maintenance in this context can involve regularly installing software updates, making data backups, checking security to prevent malware attacks, and cleaning and optimizing the system to maintain performance.

For example, in a database management system, this might involve regularly checking database performance, making backups and applying security patches.

When it comes to preventive maintenance of systems, it is crucial to consider technological evolution and the rapidly changing cyber threat landscape. Implementing proactive security measures, such as robust firewalls, intrusion detection systems and encryption protocols, is essential to mitigate risks and guarantee data integrity. In addition, carrying out regular security audits can identify potential vulnerabilities before they become targets for exploitation.

Continuous monitoring of system performance, using analysis tools and specific metrics, makes it possible to anticipate possible problems and adjust capacity as necessary. Scalability strategies must be considered to accommodate business growth and avoid bottlenecks that could compromise operational efficiency.

In this context, the automation of processes, such as scheduled updates and backup routines, can improve the consistency and reliability of preventive maintenance practices.

In addition, user awareness and education are key components of preventive maintenance in systems. Regular training on safe system use practices, threat recognition and good information security practices help to strengthen the first line of defense against potential security breaches.

Preventive maintenance on IT and operational systems should be a continuous and adaptive approach, incorporating current best practices, constant monitoring, proactive updates and staff involvement to ensure security, efficiency and long-term stability.

Preventive maintenance of infrastructures

Preventive maintenance of infrastructure generally refers to the upkeep of physical structures such as buildings, roads and bridges. This can involve a variety of tasks, depending on the nature of the infrastructure, such as structural inspection, repair and preservation of materials, cleaning and landscaping.

For example, preventive maintenance of a building can include checking the condition of the roof, cleaning the ventilation systems and inspecting the electrical system.

Although preventive maintenance is a universal concept, the way it is applied can vary depending on the type of asset. Understanding these differences can help ensure that you are carrying out preventive maintenance in the most effective and efficient way possible.

In the context of infrastructure, regular inspection is a fundamental pillar of preventive maintenance. Carrying out visual and technical assessments to identify possible structural damage, material wear and signs of deterioration is crucial. This includes analyzing external factors that can affect the integrity of the infrastructure, such as climate change, exposure to humidity and corrosion.

In addition, the application of continuous monitoring techniques, such as sensors and automated diagnostic systems, allows for a real-time assessment of the state of the infrastructure. This proactive approach can help anticipate potential problems, allowing for timely interventions and the mitigation of more significant damage.

Preventive maintenance in infrastructure can also cover the preservation of materials. The regular application of protective coatings, anti-corrosion treatments and other conservation practices helps to extend the useful life of structural components.

In addition, effective waste management and the implementation of sustainable practices are increasingly important aspects of preventive maintenance, with the aim of minimizing environmental impact.

Preventive maintenance on infrastructure requires a holistic approach, incorporating regular inspections, continuous monitoring and preservation practices. By understanding the specific characteristics of each type of infrastructure and employing modern diagnostic and conservation techniques, it is possible to guarantee the safety, durability and efficiency of these assets over time.

When should preventive maintenance be carried out?

The right time to hire a preventive maintenance service can vary depending on the nature of the company, the equipment involved and the operating conditions. A good guide for this decision is to follow the recommendations of the manufacturers of your equipment, or to establish a preventive maintenance plan whenever new systems or equipment are purchased

If you notice signs of wear, an increase in failures or if you are planning significant changes in operation, it may be the right time to hire or adjust a preventive maintenance service.

An increase in production or in the use of equipment can justify the need for preventive measures, as can the identification of an increase in faults. Even if they can be resolved through corrective maintenance, preventive maintenance is necessary to avoid recurring problems.

The need to invest in preventive maintenance can also be observed if there are changes in environmental conditions, production requirements or your operating volume.

Also evaluate the life cycle of your company's critical equipment. When they reach certain usage time milestones, it is appropriate to start or intensify this process.

In general, it is advisable to consider preventive maintenance as an ongoing activity, incorporating it from the start of operation and adjusting it as necessary over time.

This practice can also be considered strategic, as it improves operational efficiency and reduces costs in the long term.

What to do in preventive maintenance: a step-by-step guide

Carrying out regular preventive maintenance is crucial to ensuring the longevity and efficiency of your equipment, systems and infrastructure. However, knowing when and how to carry out this maintenance can be a challenge.

Once you've incorporated it into your business, it's essential to put together a preventive maintenance checklist, taking the following steps into account:

Define a timetable

The first thing to do is define a schedule for carrying out preventive maintenance. This can vary depending on the type of asset, but a good rule of thumb is to carry out preventive maintenance at regular intervals (e.g. monthly, quarterly, annually).

Identify maintenance needs

Each type of asset will have different maintenance needs. For example, equipment maintenance may involve cleaning and lubrication, while systems maintenance may involve installing software updates or making data backups.

Carry out visual inspections

Problems can often be identified with a quick visual inspection. Look for signs of wear, damage or other irregularities.

Testing functionality

Test the asset to ensure that it is working properly. This can involve running software, using equipment or testing components of an infrastructure.

Document your findings

Keep a record of your findings and actions taken. This can be useful for tracking maintenance history and identifying patterns or recurring problems.

Revisit the checklist

Preventive maintenance is an ongoing process. So make sure you revisit the checklist regularly and adjust it as necessary based on your findings and changes to the asset.

Advantages of preventive maintenance

The preventive maintenance approach is common in many sectors, from industry to information technology. But like any investment, it has its advantages and disadvantages.

Always bear in mind that the main advantage of preventive maintenance is the ability to identify and correct problems before they cause failures or breakdowns. This can significantly increase the useful life of your equipment and systems, as well as generating long-term savings.

Other advantages that should be considered when implementing preventive maintenance are:

1. Cost savings: although preventive maintenance requires an initial investment, it results in long-term cost savings, as minor problems can be identified and corrected before they become more serious and expensive.
2. Increased uptime: helps ensure that equipment is always in good working order, which minimizes downtime and increases productivity.
3. Improved safety: preventive maintenance can help identify and correct safety problems before they cause accidents or damage.
4. Increased equipment life: it can help extend the life of equipment, which means it can be used for longer and more efficiently.
5. Improved product quality: preventive maintenance can help ensure that equipment is always in good working order, which can improve the quality of the end product.

Disadvantages of preventive maintenance

In short, preventive maintenance is an investment that has the potential to save you money, improve efficiency and extend the life of your equipment and systems.

However, it is also important to consider possible disadvantages. The main one concerns the initial cost and involvement, as it may require hiring maintenance specialists, buying test equipment and acquiring spare parts.

For this reason, outsourcing this function turns out to be one of the most viable options, as your company is contracting a service and is free from other legal implications such as those required when hiring new labor.

Cast group is a Brazilian company with over 30 years' experience in preventive maintenance through IT Sustainability and could be the best partner to take this project forward.

Here are a few points that you should consider before deciding whether or not to implement this practice in your business.

1. High initial cost: the initial cost of preventive maintenance can be high, especially if you have a lot of equipment or systems. This can be an obstacle, especially for small companies.
2. Operational interruptions: preventive maintenance may require you to interrupt your operations, which can be inconvenient and potentially expensive.
3. Unnecessary maintenance: not all equipment or systems need preventive maintenance. In some cases, preventive maintenance can lead to unnecessary maintenance, which can waste time and resources
4. False sense of security: carrying out preventive maintenance can lead to a belief that the system is always in good working order, which can lead to neglect of other important aspects of the system.

The difference between preventive maintenance, predictive maintenance and corrective maintenance

Alt txt: understand the difference between preventive maintenance, predictive maintenance and corrective maintenance

In the world of asset management and technological operations, maintenance plays a vital role in preserving the efficiency and longevity of equipment.

In this scenario, three fundamental approaches have emerged as strategic pillars: preventive maintenance, predictive maintenance and corrective maintenance. Let's understand the differences between them and how each contributes to the reliability and continuous performance of assets.

Preventive maintenance

Preventive maintenance in IT aims to avoid future problems with systems and equipment. It is carried out on a scheduled and constant basis, regardless of whether or not there is an apparent fault.

Its aim is to avoid unplanned downtime and improve the overall efficiency of systems. This type of maintenance can include activities such as updating software and hardware, cleaning equipment and replacing components that have a known lifespan.

Preventive maintenance is based on four fundamental principles. Regular, scheduled equipment inspections are the first of these. These inspections can range from simple visual checks to more in-depth analyses, assessing condition, wear and possible areas of failure.

The second pillar of preventive maintenance is the replacement of worn parts. Based on inspections, parts that are worn out or nearing the end of their useful life are replaced before they cause problems. This prevents unplanned downtime and reduces the risk of more extensive damage.

The third principle is lubrication and adjustments. Maintaining proper lubrication and making regular adjustments are common practices in preventive maintenance, which ensures the smooth running of equipment and reduces premature wear.

Predictive maintenance

Predictive maintenance, like preventive maintenance, is a proactive approach to asset management, but different in nature. It is based on continuous monitoring and real-time data analysis of the condition of equipment. This can include performance monitoring, log analysis and the use of Artificial Intelligence and machine learning to identify abnormal patterns.

It is a more specific and focused approach, concentrating on areas or components that show signs of imminent wear. Interventions take place only when specific indicators, such as vibration, temperature or wear, reach critical levels or indicate the need for maintenance.

Predictive maintenance allows IT teams to resolve potential problems before they cause outages, improving reliability and minimizing downtime.

This approach is indicated when dealing with equipment that is critical to operation and where wear does not occur in a linear fashion, when the aim is to reduce maintenance costs and in cases where the failure of a component could lead to significant damage.

Corrective maintenance

Unlike preventive and predictive maintenance, which act before problems occur, corrective maintenance is the action taken to correct problems after they have occurred. Therefore, its main objective is to restore a piece of equipment or system to its normal operating state.

This can include repairing failed hardware, fixing bugs in software or recovering data after a system crash.

Although it is an approach that often entails unplanned downtime and interruptions in production, corrective maintenance plays an important role in a number of scenarios. In some cases, it can be the most viable option in terms of cost-benefit, especially when the cost of implementing preventive or predictive maintenance is considered higher than the cost of occasional failures.

In situations where equipment is not critical to ongoing operation or does not pose a significant risk, corrective maintenance may be the best choice.

Its main advantages are its low initial cost, as there are no scheduled expenses for preventive or predictive maintenance, its flexibility, especially in environments where the equipment is not critical, and its simplicity, as it does not require the implementation of complex monitoring systems or the regular scheduling of interventions.

In summary, preventive, predictive and corrective maintenance are all important parts of an effective IT maintenance strategy. By understanding the differences between them, organizations can make more informed choices about how to allocate resources and plan the maintenance of their IT systems.

How to implement preventive maintenance?

Implementing a preventive maintenance program is crucial to ensuring that equipment runs smoothly and production is efficient. To implement a preventive maintenance program, you need to follow a few important steps.

Before starting, it is crucial to carry out a comprehensive assessment of existing IT systems. Identify the critical assets, determine the estimated useful life of each component and assess the current condition of the equipment.

Next, create detailed documentation that includes information on each system, its specifications, corrective maintenance history and any manufacturer's recommendations. This will serve as the basis for developing a customized preventive maintenance plan.

Based on the assessment and documentation, draw up a preventive maintenance plan that includes the following information:

• Regular inspection schedule;
• Specific procedures for each type of system;
• Checklist for each maintenance activity;
• Responsibilities of the IT team.

Also use performance monitoring tools to track the status of systems in real time. This will allow you to identify patterns, anticipate problems and adjust the preventive maintenance plan as necessary.

Ensure that IT staff are properly trained in preventive maintenance practices and the monitoring tools used. This includes recognizing signs of wear, carrying out performance tests and applying the correct procedures.

Establishing a regular schedule for carrying out preventive maintenance activities is also essential. This can include software updates, security checks, physical cleaning of equipment, among other specific tasks.

Keep detailed records of all preventive maintenance activities carried out. Regularly analyzing these records can help identify trends, adjust the plan as necessary and make informed decisions about upgrades and replacements.

Preventive maintenance is an ongoing process. Be open to feedback from the IT team, adjust the plan as the technology evolves and make continuous improvements based on lessons learned.

Examples of preventive maintenance

One of the most common ways of carrying out preventive maintenance is through what we call IT Sustainment. It consists of a set of activities that guarantee the proper functioning of a company's IT applications, networks, programs and infrastructure.

Sustainability's main function is to monitor and keep all these fronts running smoothly, so that there are no setbacks.

Find out more: Free e-book on how to reach new heights of productivity with IT Sustainment

If you are looking for an adaptable and highly experienced partner to support your IT needs, Cast group is the ideal partner. We offer services that go far beyond conventional support, as well as developing our own systems and supporting in-house developments.

Through a hybrid framework, we guarantee support that can be adapted to the specific IT needs of your business. The big difference is that in this model, your time is really worth it.

In addition to having an adaptable and hybrid service for the needs of the different Sustainment technologies, you have the possibility of maximizing the amounts invested by reallocating unused scope during one cycle for improvement actions in the next.

Before hiring this service, you need to understand that IT Sustainability can work in two main scenarios: AMS (Application Management Services) or IMS (Infrastructure Management Services).

AMS support and preventive maintenance

AMS Sustainment plays a crucial role in the maintenance of business applications.

Integrating preventive maintenance in this context means anticipating potential software problems, correcting vulnerabilities before they affect operational efficiency. This not only reduces costs associated with emergency fixes, but also ensures the stability and security of applications over time.

In Application Sustainability (AMS), the dedicated team is responsible for ensuring the stability and continuous performance of business applications.

This includes preventive maintenance activities such as regular software updates and bug fixes, and the implementation of measures to avoid potential problems before they significantly impact operations.

As far as the AMS universe for SAP is concerned, work can be carried out on the entire project services scenario, such as ERP implementation, rollouts, migrations, new modules, improvements and various customizations.

In the AMS Digital universe, we offer services related to platforms outside the SAP ERP. In these cases, the portfolio of services can range from project design, detailing and creating interfaces, to development and testing, deployment and support.

IMS support and preventive maintenance

In Infrastructure Sustainability (IMS), the team focuses on ensuring that the physical components of the IT infrastructure, such as servers and networks, are operating efficiently.

This involves preventive maintenance practices such as constant monitoring, optimizing resources and proactively replacing worn components in order to avoid unexpected failures.

In infrastructure management, IMS Sustainability highlights the importance of keeping the physical elements of IT in optimum condition. Preventive maintenance in this context ranges from the constant monitoring of servers to the implementation of practices that extend the useful life of hardware.

This strategy contributes to the ongoing stability, security and efficiency of IT systems, thus representing a form of preventive maintenance in the context of business technology.

Read more: How to avoid business infrastructure stagnation

By adopting a proactive approach, companies can avoid unscheduled downtime and optimize their infrastructure investments. Therefore, by adopting IT sustainment practices, organizations are, in a way, taking a proactive approach to maintenance, anticipating and preventing problems before they become critical.

Like AMS Support, IMS Support also works for both SAP and Digital. In the SAP universe, it relates to infrastructure issues with 24×7 proactive monitoring, management and administration of OSs and SAP environments.

In the digital world, IMS Sustainment can cover all services related to traditional infrastructure issues, such as networks, databases, telephony, firewall management, policies, procedures and scripts for managing environments, among others.

AMS automation and preventive maintenance

IMAGE: machinery in a factory 

Alt txt: How does AMS automation relate to preventive maintenance?

Automation is playing an increasingly important role in Information Technology, especially in AMS Sustainability. Incorporating automation into preventive maintenance means delegating routine tasks to intelligent algorithms, freeing up teams to focus on more complex issues.

'Automation in Asset Maintenance' (AMS) refers to the application of automated technologies and digital systems to optimize and improve asset maintenance processes in an organization.

It is a strategic approach that aligns asset maintenance with the digital age, allowing organizations to maximize operational availability, extend the useful life of assets and improve the efficiency of maintenance processes.

AMS Automation uses technological advances to monitor, diagnose and, in some cases, even automatically correct problems in physical assets such as industrial machinery, production equipment, facilities and other components essential to a company's operations.

It collaborates significantly with preventive maintenance, providing a more efficient, accurate and proactive approach to asset lifecycle management. By enabling a more proactive, personalized and data-driven approach, Automation strengthens preventive maintenance, and this collaboration results in more efficient operations, reduced costs and greater reliability over time.

Below are the main components and features of AMS Automation:

• Sensors and monitoring devices: automation in AMS often begins with the installation of sensors and monitoring devices on physical assets. These sensors collect real-time data on performance, operating conditions, temperature, vibration, among other relevant parameters;
• Internet of Things (IoT): the integration of IoT devices plays a crucial role in AMS automation. Assets equipped with sensors connected to the Internet allow data to be collected, transmitted and analyzed in real time, providing a comprehensive view of the state of the assets;
• Data analysis and machine learning: AMS automation uses advanced data analysis and machine learning techniques to interpret the data collected. This makes it possible to identify patterns, predict failures and generate valuable insights for maintenance planning;
• Automation of repair processes: in some cases, automation in AMS can also involve automating repair processes. For example, automation systems can be programmed to automatically correct certain problems or notify the maintenance team for immediate intervention;
• Integration with management systems: AMS automation is often integrated with asset management systems and other business platforms to ensure a holistic approach to asset lifecycle management;
• Reducing costs and increasing efficiency: by predicting failures, reducing unplanned downtime and optimizing maintenance processes, automation in AMS contributes to reducing operating costs and increasing overall efficiency.

In conclusion, preventive maintenance in Information Technology is the key to ensuring smooth and efficient operations. By addressing issues before they become real problems, companies can optimize costs, improve the reliability of their systems and maintain a competitive edge in an ever-changing digital world. Investing in preventive maintenance isn't just a wise practice; it's essential for thriving in the age of technology.