A missing holding band or the wrong filter sleeve can delay shutdown work even when the main replacement parts arrive on time. A useful spare-parts list connects each item to a machine, a maintenance task, and a confirmed specification.
Start with equipment records, review the planned work, and separate definite replacements from backup stock. Then confirm specifications, quantities, and delivery dates. At IBIS International, those details help us review your equipment requirements before you place an order.
What information should you collect before making the list?
Create a separate entry for each filter or collector. Record its manufacturer, model, serial number, and plant equipment tag: the identifier your team uses to distinguish one machine from another.
Gather:
- Current drawings and existing part numbers.
- Photographs showing the component and its mounting points.
- Previous orders that matched the equipment successfully.
- Maintenance records, recurring faults, and recent process changes.
Check whether modifications have changed the machine since the original drawing. A previous order provides a starting point, but confirm that it still matches the installed arrangement.
Our process air filtration parts and service support includes older IBIS, Vee Max, and Circle Vee equipment, plus selected other manufacturers’ systems. Identify the equipment first so we can establish the available support.
Which filtration components belong on the shutdown list?
Review the parts that your planned tasks involve. Use the equipment manual and maintenance findings to decide which items need replacement or further inspection.
| Equipment or assembly | Items to review | Detail that affects the order |
| Drum filter | Media, seals, bearings, shafts, cleaning components | Identify the suction-cleaning arrangement and affected assembly. |
| Multi Application Collector (MAC) | Internal sleeves, external filter-wall media, sleeve collars | Specify the filtration stage and inlet configuration. |
| Trim collector | Filter sleeves, holding bands, door latches | Match the sleeve construction and retaining hardware. |
| Disk pre-separator | Filter screens and felt seals | Identify the screen assembly and seal arrangement. |
| Baghouse or cartridge collector | Filter bags or cartridges, seals, retaining hardware | Confirm the installed filter and mounting configuration. |
For each selected item, record the machine tag, part description, reference, quantity, reason for replacement, and required delivery date. Add an owner and order status so purchasing and maintenance can see what still needs attention. Keep separate lines for items with different specifications, even when their descriptions sound alike.
Include the small components that make the main replacement usable. Ask whether a quoted assembly includes its seals, retaining bands, or mounting hardware.
Before internal inspections, have authorized personnel follow the equipment manual and the plant’s hazardous-energy-control procedures. Address stored energy, including compressed air where applicable; switching a machine off does not establish safe isolation.
Which spare parts should you buy first?
Prioritize each item by the planned work, the consequence of its absence, and the confirmed time needed to obtain it. Divide the list into three groups:
- Planned replacements: Parts that the approved maintenance scope requires.
- Backup parts: Additional items that maintenance history or an identified risk justifies holding.
- Check before buying: Components that need a condition check or specification review before purchase.
A low-cost seal can deserve early attention if its absence would prevent reassembly. An expensive assembly may need inspection before you commit to replacing it.
Check the shelf before raising the order
Physically verify existing stock. Confirm the part reference, condition, quantity, and storage location. Check whether another job already needs those items.
Use recurring failures to challenge the list, too. If the same sleeve or seal repeatedly fails, record that pattern and ask maintenance to investigate the cause. Buying more of the same part may leave the underlying problem unresolved.
Record the planned replacement quantity and backup quantity separately, then subtract usable stock available for this shutdown. Avoid treating the installed quantity as an automatic purchase quantity.
Our spare-parts team can review identified requirements while your maintenance team confirms the work scope.
How should you specify replacement filter media?
Replacement filter media must suit the equipment, its attachment arrangement, and the material it handles. Matching size alone doesn’t confirm suitability.
Identify the filtration stage
When requesting air filtration filter media, name the machine and the exact filtering surface. A MAC unit’s internal sleeve and external filter-wall media serve different stages, so list them separately.
Industrial dust collector filter media also varies between equipment types. Keep drum media, collector sleeves, filter bags, and cartridges under their correct machine references.
Confirm construction and operating conditions
Provide the existing material specification, required dimensions, seams or closures, and attachment details. Explain any changes in dust, fiber, temperature, moisture, or production conditions.
At IBIS, we cut and sew standard and custom filter media for supported equipment. Our drum-filter media ordering guide explains the identification and measurement details.
For drum filters, identify whether a sealed rotary valve or poppet valve manifold controls suction through the cleaning nozzles. That detail helps us review the correct assembly instead of treating every cleaning problem as a media issue.
Filter media replacement may also require a cleaning-system review. Rising differential pressure, the difference between dirty-side and clean-side pressure, can have several causes. Record the trend and operating conditions rather than using one reading to justify an order.
How early should you order shutdown parts?
Work backward from the date you need parts on site, allowing time to check the delivery before installation. Ask the supplier to confirm:
- Which specifications or drawings need approval.
- Whether each item requires fabrication.
- What the quoted lead time includes.
- The expected dispatch and delivery dates.
Give custom components and unresolved identification requests early attention. Confirm dimensions and connection details before the supplier starts fabrication.
Include your shutdown date, delivery address, quantities, and required-on-site date in the enquiry. Keep purchasing approval, production time, transport, and receiving checks visible in the schedule.
If an item cannot arrive in time, review the affected task with maintenance and the supplier. Confirm the implications before changing the work scope or accepting a substitute.
How do you make sure the parts are ready for the job?
Check incoming parts against the approved order before storing them for shutdown work. Verify identification, quantities, visible condition, and any specified dimensions you can check without damaging the packaging.
Prepare a kit for each machine
Keep each job’s parts together and label them with the machine tag and work-order reference. Attach the relevant drawings and installation instructions. Keep photographs linked to the same equipment record.
Assign someone to resolve shortages or mismatches before the work starts. Record where each kit sits so technicians can find it.
After installation, follow the approved restart procedure and verify the required operating performance. Update the parts record with what the team used, what remains, and any drawing or specification changes.
Ready to confirm your shutdown parts requirements?
Send IBIS International your machine details, spare-parts list, quantities, and shutdown schedule. Include drawings, photographs, and any specifications you still need to confirm.
Request a quote for filtration replacement parts and media so we can review the requirements, availability, and delivery timing for your supported equipment.
What else should you confirm before the shutdown?
Can I request parts without a part number?
Yes. Send the equipment description, serial number if available, photographs, and drawing references. Identify the component’s location on the machine.
Can IBIS help with another manufacturer’s equipment?
We support selected other manufacturers’ systems. Share the make, model, and required item so we can confirm support for your equipment.
Can two similar machines share the same spare?
Only after you confirm compatibility. Compare the component references, mounting details, specifications, and equipment modifications before treating one spare as interchangeable.
Should I send used filter media as a sample?
Contact us first. Describe the collected material and the sample’s condition so we can discuss whether a sample would help and how to proceed.
Can I choose finer media during the shutdown?
Treat a grade change as a specification review. Confirm its suitability for the process, required airflow, and cleaning system before ordering.
What if inspection reveals an unexpected replacement need?
Record the equipment and component details, then contact the supplier. Have the responsible team review the repair and restart plan before proceeding.