A practical checklist

  1. Add the departure date and useful context in equipment notes.
  2. Archive the inactive equipment after confirming current work is finished.
  3. Create a new record for its replacement with its own identifiers.
Illustrative recordA worked example

Tractor T1 notes say “Sold September 2026.” It is archived with prior maintenance intact. The replacement gets name T3 and a new serial number; T1’s previous oil changes are not moved to T3.

What to avoid

Archiving does not delete the maintenance history. Do not treat it as an account erasure or a substitute for managing original sale documents.

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