2025 Preventive Maintenance Schedule

Preventive maintenance is the #1 way to avoid needing to contact us for emergency service support. Below, we make available a comprehensive preventive maintenance calendar with both daily, weekly, monthly, quarterly and annual prompts to ensure your operation runs smoothly.

The benefits of putting eyes on all parts of your processing equipment on a regular basis are many. This process keeps your operators intimately familiar with your processing line, helps generate historical data for later reference, and of course, stops problems areas from becoming even bigger issues.

We've broken up this calendar by type of processing equipment. Note that these are general guidelines that can be adapted to your unique situation. Different systems have different needs. For instance, membrane systems treating city water vs. milk will require different service regimens. If you would like assistance tailoring this schedule for your plant, contact us.

Some additional tips: keep a robust maintenance log (see more information at the end of this article) and use these tasks to help train new operators by pairing them with more senior operators during the inspections and tasks.

Preventive Maintenance: Daily Inspections & Monitoring

Membrane Filtration Systems

• Record operating pressures (feed, retentate, permeate)
• Record operating temperature and flow rates
• Inspect for leaks around gaskets, O-rings, and pump seals
• Review permeate quality data (conductivity, turbidity, etc.)
• Check cleaning solution levels in CIP system
• Record post-CIP flux

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Evaporation Units

• Monitor vacuum levels for vacuum stability and retention
• Check steam main pressure and boiler output temperature
• Review product concentration measurements
• Monitor energy consumption
• Check for unusual noise or vibration

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Spray Drying Systems

• Inspect nozzle and rotary atomizer sprays for evenness of spray pattern
• Inspect spray nozzle parts for damage during disassembly/reassembly
• Monitor inlet/outlet air temperature versus heater output power draw for electric heaters, valve position for burners and steam heaters
• Monitor chamber pressure versus fan speeds
• Monitor rotary valves equipped with air seals for proper air flow and pressure
• Monitor rotary atomizer bearing temperatures
• Monitor air springs for proper inflation
• Verify water to pump seals and high pressure pump/homogenizer pistons
• Monitor high pressure pump/homogenizer piston seals for leaks
• Monitor pump seals for leaks
• Verify sifter screens had no tears
• Verify metal detector calibration/operation
• Clean magnets
• Clean sensors as needed

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CIP Systems

• Check chemical concentrations and levels
• Verify spray ball rotation
• Monitor pump pressures
• Check temperature sensors
• Inspect valve actuators
• Verify sanitizer concentrations

Preventive Maintenance: Weekly Tasks

Membrane Filtration Systems

• Sanitize membranes
• Clean or replace pre-filters
• Review flux and pressure data

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Evaporation Units

• Clean sight glasses (check for cracks)
• Inspect product level controls
• Test vacuum system for vacuum stability and retention.
• Verify safety valve operational

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Spray Drying Systems

• Monitor air filter differential pressure; replace as needed
• Inspect bag filters, blow tubes, and venturi horns
• Clean powder sampling points
• Check oil levels where applicable
• Inspect chamber walls for buildup
• Inspect fluid beds for fouling
• Verify proper compressed air regulator setpoints
• Check flex hose integrity
• Check belt integrity
• Check flex boot integrity
• Verify instrument impulse lines are clean
• Check baghouse reverse pulse system for sticky valves

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CIP Systems

• Calibrate chemical dosing pumps
• Clean strainers and filters
• Test temperature controls
• Verify flow meters
• Check spray coverage patterns
• Test backup systems

Preventive Maintenance: Monthly Monitoring

Membrane Filtration Systems

• Inspect frame integrity
• Review CIP effectiveness

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Evaporation Units

• Inspect heat transfer surfaces (look for scale or plugs)
• Clean vacuum system (refresh service water tanks)
• Check mechanical seals on pumps
• Test product density meters & calibrate as required
• Calibrate level sensors

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Spray Drying Systems

• Check bearing vibrations on all fans and pumps
• Clean exhaust systems
• Calibrate moisture meters
• Verify explosion relief panel integrity
• Verify chiller operation
• Inspection high pressure pump/homogenizer pistons for wear
• Verify steam trap operation

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CIP Systems

• Verify valve seat integrity
• Calibrate conductivity sensors
• Test emergency shutdown systems
• Check pump alignment
• Inspect heat exchangers
• Test chemical injection systems

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Preventive Maintenance: Quarterly To-Dos

Membrane Filtration Systems

• Change pump oil
• Replace worn membranes

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Evaporation Units

• Clean heat exchangers
• Test safety relief valves
• Check expansion joints for air leaks
• Inspect structural supports
• Test automation systems
• Verify instrument calibration

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Spray Drying Systems

• Service rotary atomizer – inspect wheel and distribution plate for erosion/wear
• Check chamber, cyclone, fluid bed, and baghouse mechanical integrity
• Verify vibration motor counterweight settings
• Clean vacuum pump filters
• Change oil as required
• Check rotary valves for wear
• Check rotary valve air seals for cleanliness

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CIP Systems

• Replace worn spray balls
• Overhaul main pumps
• Test all automated valves
• Update control systems
• Verify piping integrity
• Complete system validation

Preventive Maintenance: Annual Exam

It can be especially daunting to try and accomplish all of these tasks at once, so we recommend spreading these out throughout the year. Subscribe to our bi-weekly email e-newsletter to receive a suggested calendar for scheduling these tasks, including an approximate amount of time required for each task on the list.

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Membrane Filtration Systems

• Calibrate instruments
• Replace pump mechanical seals
• Replace pump elastomers
• Inspect pump shaft
• Replace valve seals

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Evaporation Units?

• Clean all heat transfer surfaces
• Replace vacuum system components as required
• Update control systems
• Review energy efficiency
• Update safety protocols

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Spray Drying Systems

• Complete rotary atomizer overhaul
• Complete high pressure pump/homogenizer overhaul
• Complete mill overhaul
• Inspect burner for mechanical integrity
• Replace bag filters
• Clean fan blades and internal housings
• Clean ductwork
• Verify heat exchanger mechanical integrity
• Clean scrubbers and change packing
• Check emergency stop system functionality
• Verify all safety interlocks
• Test fire and explosion suppression systems
• Calibrate instruments

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CIP Systems

• Replace pump seals
• Update chemical handling procedures
• Calibrate all instruments
• Review cleaning validation
• Update safety documentation
• Conduct operator training

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Safety Systems (Monthly Checks)

• Test emergency stops
• Verify pressure relief functionality
• Check explosion protection systems
• Test fire suppression systems
• Check emergency lighting
• Test backup power systems
• Verify alarm systems
• Verify ventilation systems
• Check gas detection systems
• Annually: Verify interlock operation

Preventive Maintenance: Documentation Requirements

Daily

• Operating parameters log
• Cleaning records
• Quality checks
• Deviation reports

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Weekly

• Maintenance completion records
• Safety check documentation
• Calibration records
• Efficiency reports

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Monthly

• Compliance verification
• Energy consumption analysis
• Water usage reports
• Chemical consumption logs

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Quarterly

• System audit reports
• Training records
• Environmental compliance
• Safety audit documentation

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Annual

• Equipment condition assessment
• Capital planning recommendations
• Regulatory compliance review
• Energy efficiency analysis

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If you would like our assistance with any of the above tasks and/or training your staff in best practices, please contact us. We are also here to help tackle any major problem areas that may reveal themselves as your operators perform these maintenance tasks. Contact us by calling 410-822-6900 or email: [email protected].

Thanks to Alex Blucher , Michael Ladd & Kyle Mathis for contributing to this article.