# Maintenance tracker retirement evidence card

Proposed operator tool by Jared Mastroianni. Complete one card per facility and responsibility. This is a change-decision aid, not approval to delete records, remove an independent control, dispatch technical work or override an existing policy.

## Blank card

- Card ID and version:
- Facility ID and facility name:
- Responsibility being transferred:
- Exact old record and location:
- Replacement record/system and governing owner:
- Excluded responsibilities, reasons and approving owner:
- Operational approver:
- Migration/technical owner:
- Facility acceptance owner:
- Evidence review date and time zone:

Use `pass`, `hold`, or `not tested`. For an inapplicable check, record an approved exclusion; do not label it pass. Every applicable check must pass before retirement. Holds and required untested checks block retirement for their scope.

| Gate | Status | Evidence reference / observed result | Gap owner | Due time and time zone |
| --- | --- | --- | --- | --- |
| Scope: facility and responsibility are explicit | | | | |
| Obligations: original-to-replacement crosswalk complete | | | | |
| Dispositions: transferred / retained elsewhere / resolved with evidence / unresolved | | | | |
| Access: intended roles can retrieve and act on authorized records | | | | |
| Evidence: attachments, waiting reasons and next actions are usable | | | | |
| Comparison: test conditions, window and matched-record review completed | | | | |
| Consumers: people, meetings, exports and integrations accounted for | | | | |
| Cutover: authority, effective time, write restriction and instructions approved | | | | |
| History: custodian, retention decision and retrieval demonstrated | | | | |
| Recovery: activation owner, scope, intake and reconciliation tested | | | | |
| Follow-through: post-cutover review and defect ownership scheduled | | | | |

### Obligation crosswalk — repeat for each unresolved item

- Original record ID:
- Facility and asset/unit ID:
- Obligation and current state:
- Next action and accountable person:
- Due date or triggering condition:
- Replacement record ID or approved retained location:
- Evidence location and intended-role access test:
- Disposition and supporting evidence:
- Unresolved difference / owner / next review:

### Decision

- Decision: retire / extend for named defect / redesign replacement.
- Approved scope and evidence basis:
- Approver and decision time:
- Effective time and time zone:
- Which record governs new work:
- How pre-cutover obligations are handled:
- Old-record write restriction and correction route:
- Archive custodian and approved retention-policy reference:
- Consumer notifications and demonstrated replacement use:
- Fallback trigger, activation authority and scope:
- New-work intake during fallback:
- Changes-since-cutover reconciliation rule:
- Post-cutover review date, owner and required evidence:
- Final closure state and evidence reference:

## Fictional completed hold example

All names, identifiers, times, counts and outcomes below are invented. They are not a deployment or test result.

- Card: BRI-RT-01, version 1; facility BR-02, Briarport Storage East.
- Responsibility: contractor return-visit follow-up for open maintenance issues only; repair authorization and unit rentability remain outside this card.
- Old record: fictional regional maintenance workbook, East tab; replacement: fictional maintenance application, East follow-up view.
- Evidence: fixture OLD-17 produced NEW-17A and NEW-17B; fixture OLD-18 has no replacement. Both aggregate lists contain 24 rows/tickets, but these totals do not establish complete transfer.
- Disposition: OLD-17 duplicate requires adjudication; OLD-18 remains unresolved. Its next action is confirming a promised contractor return to investigate moisture near a unit.
- Obligations gate: hold. Overall decision: extend for named migration defect, not retire.
- Gap owner: fictional migration lead; review due September 4, 2026, 10:00 America/Denver. This is an exercise date, not an actual task assignment.
- Acceptance evidence required: every unresolved source obligation mapped to a valid destination or another documented disposition, duplicate adjudicated, missing item recoverable with intended-role access, next action visible, and matched-record comparison rerun.
- Dispatch authority: existing approved queue remains governing for this fictional test. The replacement comparison copy must not issue independent contractor requests.
- Other gates: not tested. Fixing these two records would not by itself authorize retirement.
- No files deleted, live permissions changed, contractor dispatched or real cutover executed by this example.