Maintenance & Calibration   Property maintenance is a key factor in extending the useful life of property. Every effort should be made to maximize the use of the equipment throughout its life and to extend its usefulness through proper care and handling. Equipment that is cared for and maintained properly can result in considerable savings to Stanford, and/or its sponsors, by helping reduce unnecessary costs of repairs or replacement. The accountable department is responsible for the performance of any required maintenance or calibration of property. Expenses incurred to perform either maintenance or calibration of property is considered a general university expense for both university-owned and sponsor-owned property, unless otherwise specifically authorized in the sponsored project. Routine, Preventive, or Periodic Maintenance This includes any general actions required to keep the asset in good operational condition. It may be as simple as ensuring the item is kept clean, batteries charged, fluids checked, and power cords in good condition. It will vary depending on what the item is and how complex its operational systems/mechanisms are. It is recommended that a summary of maintenance performed on an asset be recorded in the comments section of the Sunflower record. The frequency and accrued cost of asset maintenance is a useful measure in determining an optimum time for asset replacement. Maintenance is different than repair. Repair is performed when something breaks; maintenance is performed to prevent breakdowns in equipment. Calibration Calibration is primarily required for testing and measurement equipment or tools and should be performed in accordance with the manufacturer’s specifications. If an item requires calibration, records must be maintained of the calibration events for the asset. This may be done in the comments section of the Sunflower record or in a subsidiary record maintained by the department. If a subsidiary record is maintained, it must be available for reference and potential audit. To facilitate the management of calibration schedules, the last date performed and next calibration due date should be recorded in the Sunflower record. Maintenance or Calibration While in Storage Depending on manufacturer’s specifications or sensitivity of the property, maintenance and/or calibration may continue to be required while the item is in storage.