Tool / Equipment Ownership Tracking

Hi All

The hackspace has a huge variety of tools and equipment available for members to use that is either donated or on a long term loan. Going forward I’d like to implement a system that allow the space to keep track of what is being donated and what is on lone as at the moment we rely on somebody remembering where stuff originated from.

I have created a template that has a few fields that can be filled in with relevant information as well as contact information for the owner of the tool / equipment listed. The form is a Google Doc and can be copied by members for them to edit independently. Once complete they’d need to email it to the board for us to agree too and copy into our folders, at which point we’d assign an ID number for the tool and fill in the fields at the bottom. The benefit of having it as a Google Doc means we can track who edits what fields.

Google Drive folder: Tool & Equipment Forms / Documentation – Google Drive
Template: Tool Donation / Loan Form Template - Google Docs

By having this document detail who owns what tools / equipment it gives the space the ability to make decision on what we keep and use as over time we may acquire bigger, better versions of the equipment. Case in point the table saw… we have three despite only realistically needing one.

It also gives the members providing tools on lone, some security as they can attach photos / descriptions as to what is being loaned, then in the event they wish to take their stuff back they can use these forms to track all the parts to make sure nothing is missing. This form however does not change the terms in the Citizen Hacman Commitment: Citizen Hacman Commitment - Hackspace Manchester Documentation

Loaned items Conditions.

Items on loan will remain the property of the member who owns them, these items should be labeled similar to a DNH label. Hackspace Manchester Board of Directors reserve the right to the ask any member who has loaned an item to the space to remove the item should it no longer be required. If a member who has loaned an item to the space ceases to be a member and does not remove the loaned item within 60 days (similar to Member’s storage items) the loaned item will then be considered donated to the space and the future of the tool (maintenance, renewal, updating, usefulness etc) will be determined by the board or an appropriate subcommittee.

Hackspace Manchester will not accept liability for any tools damaged whilst on loan to the space and whilst every care will be taken, mistakes and accidents happen.

Any feedback would be greatly appreciated
Cheers
Mark

Looks good - some questions…

What’s happening with the already existing loaned tools?

Can the form become a Google form such that it’s easier to complete on a mobile/tablet? That way it’ll update a Google sheet with ID attached and saves the faff of emailing.

How do risk assessments tie into this? Does the person loaning the tool need to provide one or is the tool out of use until one is generated by whoever may want to use it?

Any new tool will need a checkover to make sure it’s in good working order.

Also we want to make sure that there’s concensus from members that a tool is wanted presumably before someone loans it to the space?

What’s happening with the already existing loaned tools?

Ideally people would fill them in and submit them in the same way, if the original owner isn’t available to fill it in someone else can do it on their behalf (eg. Myford lathe). There wouldn’t be any change to how they’ve been loaned previously, just aiming to have a way of storing/documenting ownership etc.

Can the form become a Google form such that it’s easier to complete on a mobile/tablet? That way it’ll update a Google sheet with ID attached and saves the faff of emailing.

Happy for someone to have a look into this an see how well it would work. This was only intended to be a simple form that needs little upkeep / input. The form would have to track who fill in what fields though as we don’t want people editing documents after submission without reason / permission.

Also while emails maybe a faff, they help us keep track / evidence of conversations

How do risk assessments tie into this? Does the person loaning the tool need to provide one or is the tool out of use until one is generated by whoever may want to use it?

Depends on the tool tbh, the risk assessments are based on type of tool, not specific, so if we get a 5th metal lathe for example, the risk assessment already exists. For new tools then we’d probably need to get one produced, who takes ownership of that task would depend on the situation. We’d most likely ask members to help create one if its something we’ve not had in the space before.

Any new tool will need a checkover to make sure it’s in good working order.

Ideally who ever is loaning / donating tools would ensure they are in good working order, however as per the CHC the board still have the right to ask members to remove said items if they don’t work

Also we want to make sure that there’s concensus from members that a tool is wanted presumably before someone loans it to the space?

Yeah so as per before they’d still need to ask and see if they are wanted before bringing them to the space. This form is more intended for afterwards once an agreement is in place.