6 Preventive Checks to Avoid Malfunctions When Lending or Returning Total Stations

A total station is a precision instrument used in the field to measure distances and angles. During daily surveying work, attention tends to focus on setup, aiming, recording, and data organization, while checks at the time of lending and return can sometimes be postponed. However, although equipment malfunctions may appear to occur suddenly during fieldwork, in reality they can result from the accumulation of small oversights before taking the instrument out, shocks during transport, insufficient cleaning upon return, missing accessories, and disturbed storage conditions. If you prepare a checklist of items to inspect at the checkout and return stages, you can not only detect faults early but also make it easier to prevent work stoppages and rework for the next person using the equipment.

Table of Contents

• Reasons Why Checks at Loan and Return Help Prevent Breakdowns

• Item 1 Check the appearance and condition of the case

• Item 2 Inspect the lens, display, and controls for abnormalities

• Item 3: Check the condition of the tripod, tribrach (leveling base), and accessories

• Item 4: Check the power supply, battery, and charging

• Item 5 Verify operation and confirm the initial state of measurement conditions

• Item 6 Arrange cleaning, drying, and storage records upon return

• Measures to maintain loan and return rules on-site

• Summary

Why checks at checkout and return help prevent malfunctions

A total station is a tool used on-site, yet it contains precise mechanisms for reading angles and distances. Even if it looks fine externally, drops, severe vibration, water exposure, sand and dust, humidity, or dirty terminals can reduce measurement stability. If you wait to respond until symptoms such as unstable measurements on-site, the power cutting out mid-use, poor button responsiveness, fogged lenses, or difficulty leveling appear, it can lead to work interruptions, re-measurements, and delays in construction decisions.

The pre-lending check is the process of determining whether the equipment is in usable condition before taking it to the site. If you can detect defects or missing items at this stage, you can reduce the chance of having to scramble once you arrive on site.

The return inspection is the process of ensuring that wear, dirt, missing items, and any operational irregularities that occurred during use are not carried over to the next time. If you record problems at the time of return, it becomes easier to prevent the next borrower from being troubled by the same defects.

In workplaces where multiple people share optical surveying instruments, the causes and timing of failures tend to become unclear. If it is not recorded who used the equipment, when, at which site, and in what condition, decisions about repairs and arrangements for spare units are delayed. Conversely, if you establish check items for lending and return, you can view the equipment’s condition from a common perspective. Preventing failures is not just about handling equipment carefully so it does not break. It is important to manage the condition before use, during use, and after use as a continuous process and to detect signs of malfunction early.

Also, troubles with a total station do not necessarily originate in the instrument itself. Surveying work can be halted by peripheral problems such as a loosely secured tripod, play in the tribrach, poor battery life, unstable charger contacts, or missing prism or mirror accessories. Therefore, when lending or returning equipment, you need to check not only the instrument itself but the complete set required to carry out measurements on site.

In this article, we explain the items to check to prevent failures when lending and returning optical total stations, presented in a workflow that is easy to follow in practical work. Strict inspections and calibrations should be carried out in accordance with each model’s instruction manual, company standards, and guidance from inspection contractors or the manufacturer, but there are many checks that can be performed at the level of daily management. The more familiar a person is with handling the equipment, the more likely they are to omit checks when busy. That is why it is important to clarify the inspection points so that anyone will reach a similar judgment.

Item 1 Check the appearance and condition of the case

When lending or returning a total station, the first thing to check is the appearance of the instrument and its case. A visual inspection may seem simple, but it is important for detecting signs of malfunction. Check for dents, cracks, deformation, or major paint peeling on the instrument’s corners, around the handle, at connection points, along the edges of the display, around the lens, and at the mounting points with the tribrach. A scratch by itself does not necessarily indicate an immediate malfunction, but if you find new scratches or deformations that were not present before, you should consider the possibility that the instrument has been dropped or subjected to an impact.

Before lending, checking the condition before taking it out makes it easier to determine whether anything changed upon return. At return, inspect for scratches and dirt acquired during on-site use, and for any changes in how the item is secured inside the case. In particular, if the case’s locks or hinges are loose, the lid can open during transport or the equipment can move inside. A case is not just a storage box; it is a protective component that shields the equipment from shocks and dust during transport. If you continue to use a case in poor condition, the equipment can be put under strain during movement even if it is handled carefully.

When placing the main unit into its case, also check that it is seated in the correct orientation. If the storage position is misaligned or accessories are pushed against the unit, vibrations during transit can place undue stress around the lens and on the controls. If you pack it in a hurry when returning it, cables, batteries, tools, and small prism-related items can end up trapped underneath the unit. Even if these do not appear to cause major problems at the time, repeated occurrences can lead to poor contact or damage.

When inspecting the exterior, pay attention to signs of water exposure or mud. During rainy work, in muddy areas, on development sites, near slopes, or at locations with a lot of soil, fine sand and moisture can get into the inside of the case as well as on its outside. If the cushioning material inside the case is damp, moisture can remain during storage even after cleaning the unit. When returning equipment, check not only the unit itself but also the bottom, corners, partitions, and accessory storage compartments inside the case to ensure no sand or moisture remains.

Also, it is important to record the results of the visual inspection. Even small scratches can be difficult to trace later unless you know whether they were already present or newly incurred. You do not need to overstate every minor mark, but it is reassuring to record in the loan/return records any impact marks that might affect measurements, cases that do not close properly, abnormalities in the main unit’s mounting points, and signs of water exposure. If you keep photos, linking them to the equipment number and the return date will make comparisons at the next inspection easier.

Visual inspection is an easy-to-start failure prevention measure even without specialized knowledge. However, if the places you check differ each time, the quality of the inspection will not be consistent. When lending, inspect the main unit, the case, and the storage condition in that order. Upon return, check whether anything has changed since lending. By standardizing this sequence, consistent checks can be maintained even if the person in charge changes.

Item 2 Check for abnormalities in the lens, display, and controls

Checking the lens, display, and controls is essential for parts that affect the performance of a total station. Dirt, haze, scratches, oil, or sand around the lens can affect the ease of sighting and the stability of measurements. On site, small contamination is hard to notice, and even if visibility is poor, workers may continue, thinking it’s due to lighting or weather. If you check the condition of the lens when lending out the instrument, you can more readily avoid poor sighting and variation in measurement values in the field.

When inspecting a lens, it is important not to rub it vigorously. Wiping with a cloth while sand or hard particles are still attached can scratch the surface. First remove dust and sand, and, if necessary, gently clean using methods appropriate for precision equipment. If there are mud splashes or raindrop marks when returning it, do not leave them; before storage, make sure the lens is dry. If there is a lens cap, check that the inside of the cap is free of sand or moisture. If the cap is dirty, attaching it next time can transfer the dirt back onto the lens.

The display is an important part for confirming measurement values and settings. Check the screen for cracks, smearing, dimness, missing parts of the display, or abnormal flickering. Although the display can be hard to see in bright outdoor conditions, be cautious if it is clearly difficult to read even indoors or in the shade. Taking equipment to the field with an unstable display can lead to misreading coordinates, angles, distances, instrument point information, backsight information, and so on. Checking the display condition when lending out the equipment reduces the risk of having to spend time verifying settings on site.

At the control panel, check the responsiveness of the buttons and dials. Symptoms such as a delayed response when pressed, sticking, poor return, or only certain keys being less responsive may be related to dirt, wear, or unstable internal contacts. On site, operators may operate while wearing gloves, and there are occasions when they touch the controls with hands that have mud or moisture on them. Upon return, inspect around the controls for any soil or dust ingress and perform necessary cleaning.

Also, this is something you should check: the movement of the telescope and the feel of its locking parts. If you experience any discomfort—such as horizontal or vertical motion being extremely stiff or too loose, catching partway, or moving slightly even when locked—it will be difficult to continue accurate sighting on site. There is no need to disassemble or make forceful adjustments as part of routine checks, but if you find any abnormality in the movement, you should refrain from using it, report it to the manager, or send it for inspection.

When lending or returning equipment, instead of inspecting the lens, display, and controls separately, it is more effective to check them as if you were conducting an actual observation. Take out the main unit, power it on, check the screen display, perform basic operations, look through the viewfinder, and verify movement and locking. If this sequence of actions reveals any abnormalities, you can make a judgment closer to actual field use than with a simple visual inspection. In particular, if the user reports at return that "it was hard to see," "the response was poor," or "the display changed midway," do not merely clean it and put it back; it is important to record the issue in a condition that can be checked before the next loan.

Item 3 Check the condition of the tripod, tribrach, and accessories

To prevent failures of total stations, it is necessary to check not only the instrument itself but also the tripod, tribrach (leveling base), prism-related accessories, cables, tools, and storage items. On-site surveying work is not halted only by a failure of the main unit. If the tripod legs cannot be secured, the tribrach is loose, accessories are missing, or required connecting parts are not included, work can be significantly delayed. When lending or returning equipment, it is important to verify whether the complete set is in a usable condition.

A tripod is the base that stabilizes an optical surveying instrument. Check that the legs' telescopic sections can be securely locked, that the leg tips are not excessively worn, and that there are no cracks or looseness in the clamping parts. If the legs are not firmly fixed, the tripod may sink slightly after setup or the instrument may move due to wind or vibration. If the instrument’s leveling shifts during measurement, reinstallation or remeasurement will be necessary, affecting not only work efficiency but also the reliability of the measurement results. By making it a habit to open and inspect the tripod when lending it out, you can reduce the likelihood of discovering a defect for the first time on site.

The leveling base and mounting parts are also important. Check that no sand or foreign matter is trapped in the connection to the main unit, that the fastening screws move properly, and that there is no excessive play. If dirt remains on the mounting surfaces, the main unit may not be secured correctly. Because forcing the screws tight can damage the threads, it is important when returning the equipment to clean the contact surfaces and leave them in a condition that will not interfere with the next installation.

In inspecting accessories, it's important not to stop at counting quantities alone. Confirm that items required for field work—prisms, mirrors, poles, bubble vials, cases, cables, chargers, spare batteries, tools, and so on—are all present. In addition, check that each is not damaged, not excessively dirty, and can be connected or secured. If some accessories are broken, they can appear in the field to be a failure of the main unit. For example, dirt or damage on the reflective target side, poor pole fastening, or abnormalities in the bubble vial can make measurements difficult to stabilize.

When lending equipment, take into account that the accessories required may vary depending on site conditions. The necessary combination differs by task — for example, reference point verification, staking/batter boards, as-built verification, surveying near boundaries, and height checks for land development. For shared equipment, establish a standard set and implement a procedure to record any additional items when needed; this makes it easier to prevent shortages and mix-ups.

When returning items, in addition to putting accessories back in their original places, confirm with the user whether any problems occurred during use. Even if there were concerns on site such as “the tripod’s fastening was a bit loose,” “the pole was difficult to extend,” or “I was worried about cable contact,” if these are only mentioned verbally at return they will not be passed on to the next user. By recording the accessory name and the symptom in the loan/return record, you can decide whether to inspect or replace them before the next use.

Even if the main unit of the equipment is carefully maintained, if peripheral gear is disorganized the overall quality of surveying work will not remain stable. In the loan-and-return management of optical total stations, rather than treating the main unit and accessories separately, checking whether they function as a complete set on site helps prevent both malfunctions and work stoppages.

Item 4 Check the power supply, battery, and charging

Power-related problems are a major cause of work stoppage when using optical surveying instruments on site. Even if the measurement itself is fine, work cannot continue if the battery level is low, the unit cannot be charged, the terminals are dirty, or the charger is unstable. When lending equipment, confirm that the power supply is in a sufficiently usable state, and when returning it, charge and store it properly for the next use.

First, check the battery charge level and that it is properly installed. When lending the device, turn it on and verify that the remaining-charge indicator is not unusually low and that no abnormal warnings appear on power-up. If the battery is not correctly installed, the power can cut out during transport or operation. Also check the terminals for contamination such as sand, dust, moisture, or corrosion. Even small-looking dirt on the terminals can cause poor contact.

Chargers and cables are also subject to inspection. Conditions such as a loose charger plug, unstable indicator lights, damaged cable insulation, or bending at the connection can lead to charging failures. Even if you think a device is fully charged before lending it out, charging may not actually have progressed, which can affect on-site work plans. Upon return, it is important not only to charge used batteries but also to confirm that charging has started before storing them.

When multiple batteries are being reused, it is necessary to clearly indicate which ones are used and which ones are charged. Because you cannot judge this by appearance alone, decide on storage locations, labeling, and record-keeping methods to prevent mix-ups. If used and charged batteries are stored in the same place, the next person in charge may accidentally take a battery with low remaining charge. This is not a malfunction, but on site it will be treated as equipment trouble and can lead to interruptions of work.

When handling batteries, the storage environment is also important. Avoid leaving them for long periods in places that become hot, locations exposed to continuous direct sunlight, areas with high humidity, or places with a lot of dust. In particular, inside vehicles or temporary warehouses the temperature can change significantly depending on the season or time of day. For daily management, follow the specified storage methods and avoid excessive charging or careless storage.

Upon return, if you notice any power-related issues, be sure to record them. Information such as "the power turned off once," "the battery level dropped quickly," or "the charger responded inconsistently when connected" will help decide whether to lend it out next time. Even if the symptom cannot be reproduced, if the same issue is recorded multiple times, it will be easier to consider replacing or inspecting the battery or charger, or preparing spare parts.

Checking the power supply is directly tied to peace of mind on-site. Even if a total station’s accuracy and functions are fine, work cannot proceed if the power is unstable. When lending equipment, check the remaining battery level, battery attachment, terminals, and charger; when returning it, make sure to recharge, clean, and complete the records. These steps are fundamental to preventing malfunctions and avoiding work stoppages.

Item 5 Verify operation and confirm the initial state of measurement conditions

When lending equipment, it is important not only to inspect the exterior and accessories but also to actually power it on and verify basic operation. Optical surveying instruments can have problems with internal settings or operating status even if they look clean. If previous settings remain, units or measurement modes do not match site conditions, or the storage location or job name are left as they were from the last use, this can lead to confusion in measurement results and data entry errors. This is not a mechanical failure, but in practice it can cause serious trouble.

For operational checks, first confirm that the power turns on normally. Check that startup does not take too long, that no abnormal warnings or error messages appear, and that screen transitions function as usual. Next, verify the everyday-use range of functions such as basic angle display, preparation for distance measurement, calling up the settings screen, and operations related to data saving. There is no need to perform specialized inspections or calibrations during routine lending, but you should confirm that the device is ready to use immediately when taken to the field.

The initial state of measurement conditions is also important. Distance units, angle display, measurement mode, input fields related to atmospheric correction, settings related to the prism constant, information about the instrument station and backsight, handling of the coordinate system, and so on may still reflect the conditions from the previous operation. Because the settings required vary depending on the task, you cannot fix everything uniformly when lending out the equipment. However, if you begin work without being aware that previous data remain, there is a risk of taking measurements under incorrect conditions.

Especially with shared equipment, each user works at different sites, with different coordinates and different work purposes. If data are not sufficiently organized when returned, the next user may confuse past data with their own site data. Before lending, check the handling of stored data, job names, memory capacity, and the status of cleanup for unnecessary data, and manage them according to internal rules. Rather than deleting data arbitrarily, an operational procedure is needed to confirm that necessary data have been backed up and that it is permissible to delete them.

When performing operational checks, it can also be helpful to verify the reproducibility of simple measurements. For example, place the unit on a stable surface and aim it at a known target or an internally designated check point to see if there are any obvious abnormalities in the display or responses. This is not meant for strict accuracy assessment, but you can check the responsiveness of the measurement button, the stability of the distance readout, ease of sighting, and the behavior of the angle display. If you observe abnormal variability or frequent errors, you can decide to have it inspected before deploying it on site.

At the time of return, it is also important to ask the user about any unusual sensations or issues experienced during measurement. Even if the person responsible for equipment management performs an operational check at return and finds no problems, the device may have exhibited faults under certain conditions in the field. Information such as that it only responded poorly in rainy weather, it was much harder to read in strong backlighting, the power became unstable after prolonged use, or the display froze during a specific operation directly contributes to preventing future failures.

Initialization and verification of measurement settings must be managed in accordance with site-specific rules. Whether to reset everything to the initial state each time, keep the previous data and require an administrator check, or separate storage areas by site depends on the company and the nature of the work. The important thing is to create a state in which anyone using the equipment can notice any leftover previous settings. When lending a total station, checking not only whether the unit powers up but also whether it can be started with the correct settings is a practical measure to prevent both surveying errors and equipment problems.

Item 6 Prepare cleaning, drying, and storage records upon return

Cleaning and drying upon return are important for preventing malfunctions of optical surveying instruments. Equipment used on site can become contaminated with soil, sand, dust, raindrops, sweat, oils, and small fragments of vegetation. If equipment is returned to its case without cleaning, dirt and moisture can remain inside, which may cause malfunctions at the next use or lead to long-term deterioration. At the time of return, rather than simply putting equipment back into storage after it comes back from the field, it is desirable to include a step to prepare it for storage.

In cleaning, check the main body surface, around the lens, the controls, connection points, the tripod, the leveling base, accessories, and the inside of the case in that order. Avoid rubbing when mud or sand is present, and do not apply excessive force to precision parts. In particular, the lens and display can be scratched by rough cleaning. Rather than focusing solely on removing dirt, be conscious of cleaning in ways that will not damage the equipment. Soil tends to remain on tripod feet and the telescoping sections, so check them carefully before returning the equipment.

When equipment has been used in rain or in humid conditions, confirming that it is dry is important. Even if the main unit’s exterior appears dry, moisture can remain inside the case, in accessory compartments, on belts or straps, in cushioning, at tripod connection points, and so on. Sealing the item while it is still wet can trap moisture inside, which may cause fogging, odors, deterioration of metal parts, and contact failures. Instead of sending the item into long-term storage immediately after return, dry it as needed and confirm that it is in a suitable condition to be returned to the storage environment.

Storage location also affects failure prevention. Optical surveying instruments should be stored away from high places where they might fall, unstable shelves, locations exposed to direct sunlight, places with large temperature fluctuations, areas with high humidity, and sites prone to airborne dust. Being in a case does not mean they can be placed anywhere. Even if protected inside a case, prolonged exposure to high temperatures, humidity, vibration, or compression can put strain on the instrument and its accessories.

In the return record, note the date of use, user, site name and work performed, condition at return, whether it was cleaned and dried, any malfunctions or unusual signs, and whether anything is missing. Having a record makes it clear what should be checked at the next loan. Conversely, without a record you cannot tell when a malfunction began, at which site the symptom appeared, or who last checked it. It is important to keep records not to assign blame but as information to ensure long-term, stable use of the equipment.

Handover notes at the time of return are also essential. Symptoms that the user felt were "a little concerning but they could still work" will not be passed on to the next person unless recorded. Even minor discomfort, if it continues repeatedly, can be used as a basis for deciding whether to inspect. For example, unstable power, hard-to-read displays, difficulty with leveling, loose tripod attachment, lenses that fog easily, and rattling of accessories — sharing these early makes it easier to prevent major failures.

Cleaning, drying, and record-keeping are mundane tasks performed after on-site work is finished. However, if this step is skipped, issues are more likely to surface at the next site. Restoring items to a condition suitable for storage at return also means getting the preparation for the next loan out of the way in advance. The busier the site, the more a little extra effort at return will greatly affect the efficiency of the next job.

Measures to Keep Lending and Return Rules in Place on Site

Even if you define checklist items for lending and returns, if the procedures are too complex they won't be sustained on site. A mechanism for preventing failures needs to be not only accurate but also feasible for busy staff to carry out without difficulty. If checklist items are made too detailed, staff may operate them carefully at first, but over time the records can become merely formal and the actual checks may be skipped. Conversely, if checks are too rough, signs of problems will not be detected. To keep this going on site, it is important to make the order of checks and the decision criteria clear and consistent.

First, separate the items to be checked at the time of lending and at the time of return. When lending, the focus is on whether the equipment is in a condition that can be used on site. Check the main unit, case, accessories, power, basic operation, and the initial state of measurement conditions. At return, check whether the condition has changed after use, whether any dirt or moisture remains, and whether there were any malfunctions or signs of abnormality. Dividing the purposes in this way makes the meaning of the inspection tasks easier to understand.

Next, simplify the recording method. It can be a paper log sheet or shared internal data, but structure it so that the user, date, equipment number, site, condition when loaned, condition when returned, and presence or absence of defects are clear. If you rely only on free-text entries, people will describe things differently, so it’s easier to operate if you provide clear categories such as "No abnormalities," "Check required," "Not for use," "Cleaned," and "Drying." However, the nature of any abnormality should still be recorded briefly but specifically. Rather than just "Defective," write notes like "power cut out once," "tripod fastening is loose," or "display appears faint," as these lead to appropriate follow-up.

Clearly identifying the equipment number is also important. If you own multiple total stations, records lose their meaning if you cannot tell which instrument exhibited which symptom. Managing the main unit, case, tripod, battery, charger, and primary accessories so they are associated with each other as much as possible will prevent confusion from mix-ups. In particular, batteries and chargers tend to look similar, so it is reassuring to be able to track usage and fault histories.

To continue operations, you should also decide in advance how to respond when abnormalities are found. Even if a user reports a malfunction, if the subsequent handling is unclear the same equipment may be lent out again next time. Attaching an “inspection required” tag, making it unavailable for loan until a manager has verified it, switching to a spare unit, sending it for specialist inspection, etc.—establishing procedures for each condition prevents uncertainty when making decisions.

Also, it is important not to rely solely on individual attentiveness to confirm checkouts and returns. You can reduce missed checks by organizing the checking area near the equipment storage shelf, placing cleaning supplies where they can be used immediately, separating locations for charged and used items, and enabling return records to be written on the spot. Designing the flow so that return checks can be made naturally even when people come back from the field tired is effective.

From an educational standpoint, explanations that even newcomers and support staff can understand are necessary. Personnel unfamiliar with total stations may find it difficult to judge what conditions are normal and where abnormalities begin. If you put into a form that can be quickly shared the places to inspect on the exterior, how to handle the lens, how to verify the tripod is secured, battery management, and how to fill out return records, it will be easier to reduce variability in management quality caused by differences in staff experience.

Loan and return rules are not something you create once and finish. When you actually put them into operation, you discover points for improvement such as too many checklist items, record fields that are difficult to use, inconsistent ways of writing site names, and unclear classification of accessories. By reviewing them regularly and adjusting them into a form that is easy for on-site staff to use, management shifts from mere formal inspections to measures that actually help prevent failures.

Summary

Items to check to prevent failures when lending and returning a total station are not limited to the unit’s exterior. It is important to inspect the condition of the case, the lens and display, the controls, the tripod and tribrach, accessories, the power supply area, basic operations, measurement conditions, cleaning, drying, and storage records as a continuous process. Rather than thoroughly checking only one item, managing and linking the instrument’s condition before taking it to the field and after returning it helps with early detection of problems and prevention of work stoppages.

When lending out equipment, check whether it can be put into use on-site without problems. Upon return, check whether its condition changed during use, whether dirt or moisture will be carried over to the next use, and whether any concerns the user noticed have been recorded. Separating these two makes the purpose of the inspection tasks clear. This is especially important for shared equipment, where the previous usage state is not easily visible to the next person in charge, so records and handovers are essential.

What matters in failure prevention is creating a system that allows the person who spots an abnormality to share it immediately. Small scratches, a slight oddness in operation, unstable charging, a loose tripod mount, or a dirty lens may be manageable enough to continue working at the time. However, if left unaddressed, they can turn into major problems later. By recording them early and, when necessary, arranging inspections or replacements, you can keep the total station stable and easy to use.

Moreover, equipment loan-and-return management is also part of overall quality control for surveying operations. Taking the right equipment to the field, together with the correct accessories and in the proper condition, is fundamental to reducing measurement errors and rework. To improve observation accuracy on site, not only are setup and sighting techniques essential, but pre- and post-use management of equipment is indispensable.

To keep a total station reliable for long-term use, it is important to organize daily check-out and return procedures so they are simple and easy to continue. Record the equipment number, user, site, condition, any malfunctions, and whether cleaning and drying were performed, and establish a process to confirm any abnormalities before the next loan. These accumulated practices become a practical measure to reduce sudden failures and on-site work stoppages.

On the other hand, when considering improving site management efficiency, it is effective not only to confirm the lending and return of optical total stations but also to establish a system that can handle survey records, as-built verification, photographs, handover notes, and equipment usage history together. If equipment condition and work records can be checked within the same workflow, it becomes easier to reduce overlooked defects and information dispersion. When reviewing the lending and return rules for optical total stations, improving the overall management methods for on-site surveying and record-keeping at the same time will lead not only to better equipment management but also to a reduction in rework across the entire operation.