QUESTION:
Every time I buy a piece of equipment, the seller gives me warranty papers or other relevant information that I may need later on. But by the time I need it, I don’t have a clue where it is. I just need to get better organized. When it comes to my vacuum truck, what kind of information should I keep on hand in case of emergency?
Roy Tarpence
Portland, Ore.
ANSWER:
This sounds like a question that doesn’t need asking. But looking at it closer, keeping track of things and documenting your equipment can save a lot of money.
First, cherish the owner’s manual for every truck. Most of the information you will ever need is located in that book. For equipment beyond the chassis, it’s a good idea to have a file on each truck. It doesn’t take long to set up a simple file folder for important documents related to the truck. Slide the owner’s manual into the file for the appropriate truck.
In addition to your hard copy records, it’s a great idea to create a computer file for each vehicle, which can be updated regularly to reflect regular maintenance tracking and all new equipment and repair information. Basic computer software usually includes a spreadsheet program that is easily used to set up and track important maintenance items.
WHAT TO INCLUDE
If your fleet includes multiple trucks, identify them in a way that you understand. It’s simple enough to identify truck No. 1, No. 2 and so on. For example, do you know when you changed the oil on Truck No. 2? Do you have the receipt verifying when it was done or did you do it yourself? These business expenses are also tax deductible, providing another good reason to keep careful records.
If you have multiple trucks, they are used differently and will have varying maintenance intervals. So, knowing when it’s time to change the oil can make a dramatic difference in the longevity of your fleet. It’s easy to check scheduled maintenance for the entire fleet using the computer spreadsheet.
Third, do you know what type, brand and model of vacuum pump is on each truck? For multiple trucks, do you have the same pump on all of them? Remember, putting the wrong type of oil in a vacuum pump is going to make for an expensive mess. So in your vehicle files, write the exact brand and model of vacuum pump being used and important information like the type of oil recommended and how often the pumps should be serviced.
Make a note of the date the pump was put into service. Even if you’ve bought a used unit, you are going to keep an ongoing history of your pump. In recent years, most, if not all, pump manufacturers have gotten away from using asbestos in their vanes. Most have begun using a synthetic material with a trademarked name of Kevlar. This requires an oil made for high-heat conditions because Kevlar swells when it is hot, and the oil in an air-cooled pump must handle the heat.
PAY ATTENTION TO THE PUMP
Most pumps (check your owner’s manual) require some type of turbine oil due to its viscosity and ability to stay cooler during lubrication. Standard motor oil will increase heat inside the pump, which will result in the vanes swelling and, eventually, locking up. More contractors using the newer pumps are either moving to water-cooled pumps or considering the move based on pump performance at their location and altitude.
Always have the right type of oil on hand. Do not, under any circumstance, try to substitute with a different type of oil. Your owner’s manual will tell you the acceptable oils for your pump. Go by the book and always have that type of oil on hand.
Fourth, know when you last installed a rebuild kit. As time goes on, you’ll notice when you’re not accumulating as much vacuum as you did when a pump was new. Have at least one rebuild kit ready for each type of pump you own. Oftentimes, the vanes will wear down or the seals will begin to leak. Those signs, as well as the decreasing vacuum, tell you it’s time for a rebuild. Like the oil in the pump, don’t try to substitute one brand’s rebuild kit for another. Most likely, it isn’t going to work.
Obviously, keep on file the phone numbers you’ll need for help with any piece of equipment. Those contacts may be with the pump or truck manufacturer. You shouldn’t have to waste time trying to find the phone numbers for these people. When you call for parts, they will want to know the exact type of pump you have. If you have all this information ready, business goes on smooth and easy.
If you follow these tips for keeping good records for each of your vacuum trucks, you’ll save a lot of trouble down the road. If you don’t keep good records, you’ll be losing time, money and maybe some customers.
