Preventive Maintenance Plans for a Closed Loop Lab

Educational overview from my experience, not legal or operating instructions. Example numbers are marked as examples. No solvent procedures, temperatures or pressures are given. Always follow your state cannabis regulations, local fire code, equipment manufacturer guidance and your own approved SOPs.

Most downtime I've seen in extraction labs traces back to small things nobody checked: a tired gasket, a clogged filter, a sensor out of calibration. A written preventive maintenance (PM) plan turns those into routine tasks instead of emergencies.

Build the plan around your equipment list

Start with an asset register: every piece of sub-equipment, its serial number, manufacturer manual, service intervals and who owns it. Then turn manufacturer intervals into a calendar. Where a manual is stricter than this page, the manual wins.

Example PM checklist

Equipment	Daily	Weekly	Monthly	Quarterly
Recovery pumps	Visual check for leaks, unusual noise, logged run hours	Inspect inlet filters/strainers	Check fittings and mounts; review run-hour trend	Service per manufacturer (seals/rebuild kit as scheduled)
Chillers	Confirm setpoint reached and alarms clear	Check fluid level and condition	Clean condenser coils/filters	Fluid replacement and full service per manual
Vacuum pumps & ovens	Confirm gauges read normally; log any drift	Check oil level/condition (oil pumps)	Oil change per hours used; inspect door gaskets	Calibrate gauges and temperature controllers
Seals & gaskets	Inspect any seal opened that day	Spot-check clamp connections	Replace worn or deformed gaskets from stock	Full seal audit across the system
Filters & media	Replace single-use filters per SOP	Check housings for damage	Review filter usage vs production	Audit filter spec and supplier
Sensors & gas detection	Confirm detectors powered and alarm-free	Bump test per manufacturer	Review alarm logs	Calibration by qualified provider
Hoses & lines	Look for kinks, abrasion, discoloration	Check fitting tightness and labels	Inspect against rated life/date codes	Replace on schedule or when in doubt

Example intervals only. Use your manufacturer's and engineer's schedule.

Fix in house when you can

Many failures on chillers, recovery pumps and compressors, heaters and water pumps are mechanical and diagnosable on site. I diagnose and repair most of these issues in house, and call the manufacturer or a licensed technician when a repair needs certification (for example refrigerant work) or is under warranty.

Keep records an inspector can follow

Every PM task should leave a trace: date, initials, what was found, parts used. A simple logbook or CMMS works as long as it is consistent. Tie repairs to work orders, and track parts used so your spare-parts stock stays honest.

Spare parts that save the day

Gaskets and seals in every size you run
Filters and filter media
Pump rebuild kits and vacuum pump oil
Spare sensors or a loaner plan with your calibration vendor
Common fittings and clamps

Questions

How often should a closed loop system be maintained?

Follow the manufacturer and engineer schedule, then add daily visual checks and logged weekly, monthly and quarterly tasks. High-volume labs often need tighter intervals.

What fails most often?

In my experience: seals and gaskets, filters, and pumps that miss scheduled service. Those are cheap to stock and easy to schedule.

Want a second set of eyes?

I run workflow audits and GMP mock audits for licensed labs.

See consulting Book a consult

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