Management of spares for DGMS-approved mining equipment

of India of Labour & Employment General of Mines safety BRIC DGMS (Tech) (S&T) Circular No. 13 To, Owners/Agents/Managers of all mines Dhanbad, dated: 31) b 8/20 Subject: management of spares for Mining Equipment approved by DGMS to Maintain Safety and Functional Integrity.

1.0 Introduction Equipment used in mines, particularly in hazardous and critical applications, are approved by this Directorate considering their design, construction, and safety features in accordance with relevant standards and statutory provisions. Such approvals are granted considering the equipment as a complete system, including its components, sub-assemblies, and safety-critical parts, under Regulation 208(3) of the Coal Mines Regulations, 2017, which stipulates:

"All apparatus and appliances shall be maintained in a safe working condition and in accordance with the conditions of approval." 2.0 Observations During inspections, audits, and incident analyses, it has been observed that in certain cases, spares and components other than those supplied by the Original Equipment Manufacturer (OEM)/OriginaI Part Manufacturer (OPM) or its authorised dealers are being used in equipment, thereby compromising their safety and functional integrity.

Further, numerous complaints have been received from manufacturers regarding the use of non-OEM/non- OPM and unauthorised spares in their approved equipment. It has also been observed that critical components are being replaced with non-OEM/non-OPM or incompatible substitutes. Such practices may lead to:

i) Reduction in Mechanical strength and load-bearing capacity

ii) Failure of braking and safety systems

iii) Improper functioning of hydraulic and transmission systems

iv) Excessive wear, misalignment, and vibration

v) Failure of interlocks and safety devices In the event of failure of such components, faults may remain undetected or result in catastrophic breakdown. This poses a serious threat to human safety, particularly in underground and opencast mines where heavy machinery operates under demanding conditions.

Page | 1 of 3 3.0 Safety Implication Equipment safety relies on the integrity of design, material strength, and compatibility of components. Use of non-genuine or unauthorised spares, especially in safety-critical parts, defeats the basis of approval and may render the equipment unsafe for operation. Failure of mechanical systems may result in:

i) Sudden equipment failure or collapse

ii) Runaway or uncontrolled movement

iii) Failure of braking or holding systems

iv) Falling of loads or structural components

v) Increased risk of injury, fatal accidents, and damage to property 4.0 Management of Spares: For all equipment approved by this Directorate, the following conditions are incorporated for strict compliance by the user:

4.1 Equipment, spares and materials requiring approval of the Directorate General of Mines Safety (DGMS)

shall be used only supplied from the manufacturer in whose favour DGMS approval has been granted for that specific item or model, or from a dealer holding a valid written authorisation from such manufacturer for that item, subject to the following conditions:

(i) The item supplied shall be covered by a DGMS approval that is valid and subsisting on the date of supply, and shall conform in every respect to the specifications, terms, conditions and limitations stipulated in that approval.

(ii) At the time of acceptance of supply, the indenting/procuring authority shall verify the genuineness of the DGMS approval and of the supply source. The following documents shall be obtained from the supplier and maintained on record:

(a) copy of the DGMS approval letter together with the approved drawings, specifications and all amendments/extensions thereto;

(b) type-test and routine-test certificates issued by a laboratory recognised for the purpose, conforming to the latest revision of the applicable standard;

(c) in the case of supply through a dealer, the manufacturer's letter of authorisation, valid on the date of supply, expressly covering the item supplied;

(d) the manufacturer's certificate of conformity confirming that the item supplied is identical to the item approved by DGMS.

These records shall be retained for the service life of the equipment or for such period as may be prescribed, whichever is longer, and shall be produced on demand to the Inspecting Officer.

4.2 Items covered under a DGMS General Order shall be used in compliance with all provisions stipulated in the respective General Order, and shall conform to the technical specifications and safety requirements prescribed in the applicable standard determined in the following order of precedence:

(i) the relevant Indian Standard issued by the Bureau of Indian Standards (BIS);

(ii) where the Indian Standard is harmonised with the corresponding international standard, the harmonised Indian Standard;

(iii) where no Indian Standard exists for the item, the relevant International Standard (IEC/ISO or other recognised international standard);

(iv) where neither an Indian Standard nor an International Standard exists, the national standard of the country of origin of the item.

Page | 2 of 3 The standard applicable shall be the edition in force on the date of opening of the tender, unless the DGMS General Order specifies otherwise.

4.3 Other components and consumables for which no special approval, General Order or other specific guidelines have been issued by DGMS shall be used only after conformation to the relevant Indian Standard (BIS) or, where none exists, to such other applicable standard. Such items shall be suitable for the intended opencast or underground application and the prevailing operating conditions, shall be compatible with the system into which they are integrated, and shall not compromise the overall safety of that system.

The responsibility for ensuring safety, suitability, and compliance with statutory provisions for used items, materials, devices, or equipment rests with the mine management, i.e. Owner, Agent, and Manager of the mine. The above requirement shall apply in Underground (UG) mines and Opencast (OC) mines in the interest of safety.

This Circular supersedes DGMS (Tech.)(S&T) Circular No. 08, Dhanbad, dated 27.08.2026.

All Owners, Agents, and Managers of mines and advised to ensure strict compliance with the above directions to safeguard installations and ensure safety of persons.

Yours faithfully Jjwa ah)

Director General of Mines Safety & Chief Inspector-cum-Facilitator Page | 3 of 3