First of all start with a written maintenance control program. If you think that is not worth while, then stop reading this post.
Secondly a program such as the following two choices would be a place to go for keeping track of the reports.
http://www.paradigminfosystems.com/
http://www.kingsiii.com/monitoring.html
You can also "invent" your own system, however, it would be simply better for you to go with an off the shelf proven system that already works.
The fact is simply that proper and proactive preventative maintenance works. Its important that you work with some one who has a proven knowledge of such systems (lord forbid, a consultant) not a salesman.
If you are not the person who has the purchase authority, my best suggestion is to simply find something else to focus your attention on to.
Work safe and contact me if I may be of service to you.
Robert L Krieger [email protected]