Total Station Storage and Transport Guide – How to Protect Survey Equipment Malaysia

A total station is designed for field use, but it is still a precision optical, mechanical and electronic surveying instrument.

Many total station problems do not begin during measurement.

They begin during:

• Transportation

• Loading and unloading

• Storage

• Vehicle vibration

• Heat exposure

• Humidity

• Improper handling

• Long periods without use

A total station may look perfectly normal after transportation while its:

• Plummet

• Levelling

• Compensator

• Telescope alignment

• Angle measurement

has changed.

For surveying companies and contractors in Malaysia, proper storage and transport should therefore be treated as part of equipment accuracy management.

Why Total Station Transport Matters

Inside a total station are precision systems that may include:

• Telescope optics

• Angle encoders

• EDM components

• Compensator

• Plummet

• Mechanical bearings and adjustment systems

• Electronic circuits

The carrying case protects these components, but it does not make the instrument indestructible.

Repeated rough handling can eventually contribute to problems.

Always Use the Proper Carrying Case

Whenever practical, transport the total station in its designated protective case.

The case helps protect against:

• Impact

• Dust

• Moisture

• Movement

• Accidental contact with other equipment

Do not transport a total station loose inside a vehicle.

A hard brake or sharp turn can send an unsecured instrument into other tools or equipment.

Check the Carrying Case

The case itself should be maintained.

Inspect:

• Latches

• Hinges

• Handle

• Seals

• Internal padding

• Foam

• Exterior shell

If the internal support is badly damaged, the instrument may move excessively inside the case.

A case that looks good externally may no longer provide proper internal support.

Make Sure the Instrument Is Correctly Seated

Before closing the case, make sure the total station is positioned correctly.

Do not force the lid closed.

If the case does not close normally, check whether:

• Instrument is incorrectly positioned

• Tribrach is oriented incorrectly

• Accessories are obstructing the lid

• Something has been placed in the wrong compartment

Forcing the case closed can place unnecessary pressure on the instrument.

Should the Tribrach Stay Attached?

This depends on the instrument and carrying-case design.

Follow the manufacturer's storage and transport instructions.

Some cases are designed to accommodate the instrument in a specific configuration.

Do not assume the same procedure applies to every total station.

Never Carry a Total Station by the Telescope

Use the designated instrument handle when appropriate.

Do not lift or carry the total station by:

• Telescope

• Display

• Battery

• Tangent screw

• Other precision components

The telescope is part of the measurement system, not a carrying handle.

Be Careful When Removing the Instrument From the Tripod

One common risk occurs at the end of the survey.

The operator unlocks the instrument from the tribrach or tripod but does not maintain a secure grip.

Always use a controlled removal procedure.

Before releasing the locking mechanism:

Hold the total station securely.

This simple habit can prevent expensive drops.

Do Not Walk Long Distances With the Total Station Mounted on the Tripod

Survey crews sometimes move short distances by carrying the entire setup:

Tripod + Total Station

This creates additional risk.

The tripod can:

• Strike an obstacle

• Collapse

• Slip

• Catch on cables

• Hit a doorway

• Be dropped

For significant relocation, it is generally safer to remove and transport the instrument appropriately according to the manufacturer's instructions and site procedure.

Never Leave the Total Station Unattended on the Tripod

A total station mounted on a tripod can be knocked over by:

• Workers

• Vehicles

• Machinery

• Wind

• Cables

• Construction materials

A tripod fall can produce substantial impact even when the instrument never directly slips from someone's hands.

Vehicle Transport – Keep the Case Secure

Inside a vehicle, place the carrying case where it cannot move freely.

Avoid allowing it to:

• Slide across the boot

• Fall from a seat

• Bounce against heavy tools

• Be crushed by other equipment

Survey equipment should be secured during transport.

Do Not Put Heavy Equipment on Top

Avoid stacking heavy objects on the total station case.

Examples include:

• Tripods

• Toolboxes

• Batteries

• Construction equipment

• Survey accessories

A hard carrying case provides protection, but it should not be treated as a load-bearing platform.

Vehicle Vibration

Survey instruments may spend many hours travelling between sites.

Repeated vibration can be especially relevant when travelling over:

• Rough construction roads

• Quarry roads

• Unpaved roads

• Potholes

Secure the case properly and avoid unnecessary shock.

If the instrument experiences unusually severe transportation conditions, a field verification before critical work is sensible.

Total Station in a Motorcycle?

If survey equipment must be transported by motorcycle, protection against:

• Impact

• Vibration

• Rain

• Heat

• Movement

becomes especially important.

Use a secure transport arrangement appropriate for the instrument and follow manufacturer guidance.

Do not simply place a precision total station loosely in a generic bag.

Never Leave a Total Station in a Hot Vehicle for Long Periods

Malaysia's climate makes this particularly important.

A closed vehicle under the sun can become extremely hot.

Prolonged heat exposure is undesirable for:

• Batteries

• Electronics

• Displays

• Adhesives

• Seals

• Optical components

Avoid unnecessary long-term storage inside a parked vehicle.

Hot Instrument Into Air-Conditioned Room

Rapid temperature changes can create condensation.

For example:

Hot outdoor site

↓

Cold air-conditioned office

Moisture can potentially condense on surfaces when temperature and humidity conditions are suitable.

Allow the equipment to acclimatise appropriately according to manufacturer recommendations.

Cold Instrument Taken Into Hot Humid Air

The reverse can also happen.

An instrument kept in a cool air-conditioned environment may be taken directly into warm humid outdoor air.

Condensation may appear on:

• Lens

• Housing

• Optical surfaces

Allow suitable acclimatisation before important measurement if necessary.

Never Store the Total Station Wet

This is one of the most important rules for Malaysia.

After rain:

Do not simply wipe the outside, close the wet instrument inside a damp case and leave it there for several days.

Trapped moisture can contribute to:

• Fungus

• Corrosion

• Condensation

• Electronic problems

• Odour

• Case deterioration

The instrument and carrying case should be appropriately dried following manufacturer guidance.

Check the Case After Rain

Sometimes the instrument is dried but the foam inside the case remains damp.

Then the instrument is returned to the same wet environment.

Inspect:

• Case interior

• Foam

• Corners

• Seals

before long-term storage.

Humidity Is a Major Storage Issue in Malaysia

Malaysia's warm and humid environment can encourage optical fungus when equipment is stored under poor conditions.

Risk may increase when the instrument is:

• Stored wet

• Rarely used

• Kept in a damp storeroom

• Left inside a damp case

• Stored with persistent moisture

Long-term storage should therefore consider humidity management.

Should You Use a Dry Cabinet?

For companies with valuable optical surveying equipment, an appropriate controlled storage environment can be useful.

However, follow manufacturer recommendations regarding storage temperature and humidity.

The goal is not to make the instrument excessively dry.

The goal is to avoid prolonged unsuitable moisture conditions.

What About Silica Gel?

Desiccant may help manage moisture in certain storage situations, but it is not a substitute for properly drying wet equipment.

Also remember:

Silica gel cannot remove fungus that has already developed inside the telescope.

Existing fungus or internal moisture requires appropriate inspection and servicing.

Battery Storage

Battery care is an important part of total station storage.

Follow the battery manufacturer's recommendations for:

• Charging

• Storage state

• Temperature

• Long-term storage

• Recharge intervals

Battery chemistry differs between models, so there is no universal rule such as:

“Always store every total station battery fully charged.”

or:

“Always completely discharge it first.”

Use the correct procedure for the actual battery.

Remove Battery for Long-Term Storage?

Follow the manufacturer's instructions.

For extended storage, removing the battery may be appropriate for many systems, particularly to avoid unnecessary discharge or problems if the battery deteriorates.

Store batteries safely in suitable environmental conditions.

Never Store a Swollen Battery

If a rechargeable battery becomes:

• Swollen

• Cracked

• Leaking

• Excessively hot

• Physically damaged

stop using it and follow appropriate battery safety and disposal procedures.

Do not force a swollen battery back into the total station.

Protect Electrical Contacts

Keep:

• Battery contacts

• Charger contacts

• Communication ports

clean and dry.

Protective covers should be fitted where applicable.

Do not store the instrument with wet or contaminated connectors.

Telescope Protection During Storage

Before putting the total station away, inspect the objective lens.

Make sure there is no:

• Mud

• Water

• Heavy dust

• Fingerprint contamination

Use proper optical cleaning methods when cleaning is necessary.

Do not use the telescope itself as a support point when placing the instrument down.

Prism Storage

Prisms also require protection.

Store them where optical surfaces are protected from:

• Scratches

• Dust

• Impact

• Moisture

A prism is part of the EDM measurement system.

Treat it as precision surveying equipment rather than a simple piece of glass.

Prism Pole Storage

Before storing prism poles:

• Remove heavy dirt

• Dry wet sections

• Check locks

• Check point

• Inspect bubble

Do not ignore a bent pole or damaged bubble.

These accessories can directly influence setting-out accuracy.

Tripod Storage

Tripods should also be:

• Clean

• Dry

• Mechanically sound

Inspect:

• Leg clamps

• Hinges

• Feet

• Mounting screw

• Tripod head

If the tripod has been used in mud or rain, clean and dry it appropriately before extended storage.

Store Equipment Where It Cannot Fall

Inside the office or storeroom, avoid placing the total station case:

• On unstable shelves

• Near shelf edges

• Under heavy loose objects

• Where vehicles or trolleys may hit it

Some “drop damage” occurs inside the office rather than on the construction site.

Total Station Long-Term Storage Checklist

If the instrument will not be used for an extended period:

□ Clean external surfaces

□ Make sure instrument is appropriately dry

□ Check objective lens

□ Check battery condition

□ Follow battery storage recommendations

□ Inspect carrying case

□ Make sure case is dry

□ Protect connectors

□ Store in suitable temperature/humidity

□ Keep away from direct sunlight

□ Protect from impact

□ Periodically inspect equipment condition

Do not assume that unused equipment cannot deteriorate.

Total Station After Long-Term Storage

Before returning a stored total station to important fieldwork, check:

• Battery

• Display

• Keypad

• Telescope

• Fungus

• Levelling

• Compensator

• Plummet

• Horizontal movement

• Vertical movement

• EDM

Perform appropriate field verification against known control.

If the instrument has been stored for a very long period or its measurement condition is uncertain, calibration may be advisable depending on project requirements.

Should You Calibrate After Transport?

Normal careful transport does not automatically mean a total station needs recalibration every time it reaches a site.

However, additional verification is sensible after unusual events such as:

• Case dropped

• Severe vehicle impact

• Instrument fell from tripod

• Airline baggage damage

• Heavy vibration

• Unknown handling

If field checks reveal abnormalities, arrange inspection or calibration.

Air Travel With a Total Station

When travelling by air, check:

• Airline battery rules

• Lithium battery restrictions

• Carry-on/checked-baggage requirements

• Protective packaging

• Destination transport arrangements

Airline and battery regulations can change, so confirm current requirements with the relevant airline before travelling.

The instrument should be protected against rough baggage handling.

Shipping a Total Station for Repair or Calibration

If sending a total station by courier:

1. Use the proper carrying case where appropriate.

2. Make sure the instrument is correctly seated.

3. Secure the case.

4. Add suitable external protective packaging.

5. Prevent movement inside the shipping carton.

6. Protect against moisture.

7. Follow applicable battery shipping requirements.

8. Clearly identify the equipment.

For valuable surveying equipment, suitable insurance or declared-value arrangements may also be worth considering depending on the courier service.

What Should Be Sent to the Service Centre?

For routine total station calibration, ask the service provider what accessories are required.

Depending on the problem, useful items may include:

• Total station

• Tribrach

• Battery

• Charger

• Prism

For example:

Levelling Problem

Send the tribrach together with the total station.

EDM Problem

Provide information about the prism type and prism constant being used.

Power Problem

Bring the battery and charger.

This helps diagnose the complete system rather than only one component.

Create an Equipment Movement Record

For companies with multiple survey teams, consider maintaining an equipment record containing:

• Instrument model

• Serial number

• Assigned user

• Project/site

• Date issued

• Date returned

• Calibration date

• Drop/impact incidents

• Repair history

This can help identify instruments exposed to unusual events.

Record Every Significant Drop

If a total station is dropped, do not hide the incident because the instrument still powers on.

Record:

• Date

• Approximate drop

• Whether it was inside the case

• Surface it hit

• Symptoms afterwards

This information can be valuable during inspection.

Total Station Transport Checklist Before Leaving Office

Before travelling to site:

□ Total station secured in case

□ Case closes correctly

□ Battery charged

□ Spare battery where required

□ Charger packed

□ Tribrach checked

□ Tripod checked

□ Prism packed

□ Prism pole checked

□ Data cable/controller packed if needed

□ Case secured in vehicle

Checklist Before Returning From Site

Before leaving site:

□ Instrument removed safely

□ Total station inspected

□ Lens protected

□ Battery accounted for

□ Tribrach packed

□ Prism packed

□ Data saved

□ Tripod packed

□ Case securely closed

□ Any drop/rain incident recorded

This is especially useful for companies operating several survey crews.

Storage and Transport Are Part of Accuracy Control

Calibration receives a lot of attention, but instrument accuracy depends on the entire equipment lifecycle.

A good system is:

Correct Use

↓

Careful Transport

↓

Proper Storage

↓

Pre-Field Verification

↓

Regular Calibration

↓

Repair When Required

This is more effective than calibrating an instrument and then handling it carelessly for the rest of the year.

Total Station Inspection, Calibration and Repair Malaysia

If your total station has experienced:

• Drop

• Strong impact

• Heavy vibration

• Water exposure

• Long-term humid storage

• Fungus

• Levelling problems

• Plummet problems

• Compensator errors

• Angle discrepancies

• EDM discrepancies

MTM Precision provides total station inspection, calibration, servicing and repair in Malaysia.

Relevant checks may include:

• Horizontal angle

• Vertical angle

• EDM

• Compensator

• Telescope/collimation

• Optical or laser plummet

• Levelling system

• Tribrach

• Mechanical condition

Service support includes surveying instruments from brands commonly used in Malaysia such as Topcon, Nikon, Leica, Trimble and Pentax, subject to model, condition, service scope and parts availability.

If an instrument was dropped or exposed to water, tell the service team exactly what happened.

That information can help determine where inspection should begin.

A total station is not protected only by its carrying case.

It is protected by the way the survey team handles, transports, stores, checks and maintains it every day.

Contact MTM Precision

MTM Precision Sdn. Bhd.
Showroom & Service Centre
No. 29-1 & 29-2, Jalan Bandar 18,
Pusat Bandar Puchong,
47160 Puchong, Selangor, Malaysia

🌐 Website: www.mtmpre.com.my
📧 Email: mtmpre@yahoo.com
📱 WhatsApp: +6016-660 7346