Procedure - Equipment Maintenance

Section: Human Resource Procedure
procedure Owner: Ignition633 Ministries Nigeria Human Resources  
procedure Name: Equipment Maintenance Procedure
Origination Date: October 2024

Purpose
This procedure establishes clear guidelines for the proper care, handling, and maintenance of media equipment at Ignition633 Nigeria. This ensures the longevity, safety, and optimal performance of all media devices used by the team.

Scope
This procedure applies to all team members responsible for handling media equipment. It covers best practices for equipment care, including careful handling, proper storage, regular cleaning, preventive maintenance, and reporting issues. Obedience to these guidelines will reduce the risk of damage and ensure equipment remains in optimal condition for use in various media projects.

Equipment Maintenance Procedure
Equipment Care and Handling
- Handle media equipment carefully, avoiding rough or excessive force during use, transport, and storage.
- Employ proper lifting techniques when moving heavy equipment.
- Store equipment in a clean, dry, and secure environment, away from extreme temperatures, humidity, and direct sunlight.
- Take appropriate protective measures when using media equipment outdoors or in challenging environments to prevent damage from weather conditions or other external factors.

Regular Cleaning
- Clean equipment regularly to remove dust, dirt, and debris affecting performance and longevity.
- Use recommended cleaning materials and techniques provided by the equipment manufacturer.
- Pay special attention to sensitive components such as lenses, sensors, connectors, and control buttons.
- Follow manufacturer instructions to clean and maintain specific equipment, such as cameras, lenses, audio devices, and lighting.

Preventive Maintenance
- Schedule regular preventive maintenance for equipment to identify and address potential issues before they cause significant problems.
- As the manufacturer recommends, create a maintenance schedule that includes routine inspections, cleaning, calibration, and firmware updates.
- Keep detailed records of maintenance activities, including dates, performed tasks, and any issues detected or resolved.

Reporting Equipment Issues
- Media team members should promptly report equipment issues, malfunctions, or damage to the designated equipment manager or supervisor.
- Provide detailed information about the problem, circumstances, and relevant observations or error messages.
- Follow the equipment manager or supervisor's instructions regarding repair, replacement, or further troubleshooting.

Camera/Video Maintenance
After each day of taking pictures/videos
Take an SD card and upload all the photos and videos in the My Cloud OS drive Media Folder. Please organize in the following manner:

Step 1. Pick Relative Folder — Campus Life, Outreach, Business, Political, Trips, Socials
- Please note: The Socials folder is ONLY for media drafts (newsletter & social media)
- Please note: The Trips folder is specifically for visiting missionary trips and any events outside of Benue (for example, a Women’s Conference in Jos)

Step 2. Choose Current Year — 2021, 2022, 2023, 2024, etc.

Step 3. Create Folder and Label Properly — “[INSERT MONTH-DAY-YEAR HERE] [INSERT EVENT HERE]”
Example: “01-25-23 IDP Camp Outreach”

Step 4. Within the Folder, Create The Following Folders
- “Edited”
- “Raw”
- “Videos”
Within the Videos folder, there will be two additional folders:
- Raw Videos
- Edited Videos
Note: any completed social media template videos will be uploaded to this folder. Please ask your supervisor if you have any questions.

Step 5. Adding To The "Socials" Folder
- Create a Folder Labeled — “N&S for Publish Date [INSERT PUBLISH DATE HERE].”
Example: “N&S for Publish Date November 15th”
- Add all edited media (photos and videos) and Socials Draft (Word Document) to the created folder.

Step 6. Adding To The "Srips" Folder
- Create Folder Labeled — “[INSERT TRIP NAME HERE] [INSERT DATE RANGE HERE]
Example: “American Missionary Visit January 5-15, 2024”
Within the created folder, add the folder of each trip event labeled properly (refer to step 3) and folders of organized content properly (refer to step 4).

Create a quick Microsoft Word document to generally oversee what event was done that day and put it in the proper event folder
- Can be made in bullet point form.
Note: This does not apply to the SOCIALS folder.
- Put the camera away properly —Please make sure the camera is fully charged.

Additional Notes
- Camera straps and other protective gear must always be worn when handling equipment.
- All official Ignition633 camera equipment should not be used for personal photos/videos.
- At an event, you are allowed to use your phone at the allowance of your supervisor and leadership over the event. You are not to. publicly post any official Ignition633 media content on your social media without the permission of your supervisor and leadership.

--------------------------------------------------------------------------------------------------------------------------------------------
This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly. 

For any questions or further assistance regarding this procedure, employees should contact the HR department at hr.nigeria@ignition633.org.