{"id":1716,"date":"2021-01-19T16:27:02","date_gmt":"2021-01-19T16:27:02","guid":{"rendered":"https:\/\/swefc.unm.edu\/IAMFTest\/?page_id=1716"},"modified":"2026-09-10T21:48:34","modified_gmt":"2026-09-10T21:48:34","slug":"current-state-of-assets-type-of-inventory-information-to-collect","status":"publish","type":"page","link":"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-type-of-inventory-information-to-collect\/","title":{"rendered":"Current State of Assets \/ Type of Inventory Information to Collect"},"content":{"rendered":"<p>[et_pb_section fb_built=&#8221;1&#8243; custom_padding_last_edited=&#8221;on|tablet&#8221; admin_label=&#8221;Popup &#8211; #undefined&#8221; _builder_version=&#8221;4.7.7&#8243; _module_preset=&#8221;default&#8221; positioning=&#8221;none&#8221; horizontal_offset_tablet=&#8221;&#8221; horizontal_offset_phone=&#8221;&#8221; horizontal_offset_last_edited=&#8221;on|tablet&#8221; custom_margin=&#8221;0px||||false|false&#8221; custom_margin_tablet=&#8221;&#8221; custom_margin_phone=&#8221;&#8221; custom_margin_last_edited=&#8221;on|desktop&#8221; custom_padding=&#8221;0px|||0px|false|false&#8221; custom_padding_tablet=&#8221;|||25px|false|false&#8221; custom_padding_phone=&#8221;&#8221; da_disable_devices=&#8221;off|off|off&#8221; custom_padding__hover_enabled=&#8221;on|desktop&#8221; da_is_popup=&#8221;off&#8221; da_exit_intent=&#8221;off&#8221; da_has_close=&#8221;on&#8221; da_alt_close=&#8221;off&#8221; da_dark_close=&#8221;off&#8221; da_not_modal=&#8221;on&#8221; da_is_singular=&#8221;off&#8221; da_with_loader=&#8221;off&#8221; da_has_shadow=&#8221;on&#8221;][et_pb_row _builder_version=&#8221;4.7.7&#8243; _module_preset=&#8221;default&#8221; width=&#8221;100%&#8221;][et_pb_column type=&#8221;4_4&#8243; _builder_version=&#8221;4.7.7&#8243; _module_preset=&#8221;default&#8221;][et_pb_text _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;]<\/p>\n<h2>Type of Inventory Information to Collect<\/h2>\n<p>&nbsp;<\/p>\n<p>It is necessary to collect attribute information about assets included in the inventory. There are any number of categories of information that can be collected about assets, so systems must think through what will be useful and what will not. A system should consider these types of questions when developing the inventory:<\/p>\n<ul>\n<li><a href=\"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-what-constitutes-an-asset\/\">What asset do I own, manage or rely on to maintain the Level of Service?<\/a><\/li>\n<li><a href=\"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-inventory-data-collection-and-storage-tools-software-maps-mapping\/\">Where are they located?<\/a><\/li>\n<li><a href=\"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-type-of-inventory-information-to-collect-condition\/\">What condition are they in?<\/a><\/li>\n<li><a href=\"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-type-of-inventory-information-to-collect-remaining-useful-life\/\">What is the remaining useful life?<\/a><\/li>\n<li><a href=\"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-type-of-inventory-information-to-collect-cost\/\">What is the replacement value?<\/a><\/li>\n<\/ul>\n<p>In collecting attribute information about assets, the system must determine what data will be useful and collect it. Oftentimes, it is tempting to collect all there is to collect. But it is neither possible nor cost-effective to collect every piece of data that could be collected on an asset. How much data and what type of data to collect on the assets should be determined based on a consideration of the following:<\/p>\n<ul>\n<li>How will the data be used?<\/li>\n<li>What data is important to upper management\/elected officials\/decision makers?<\/li>\n<li>What resources are available to collect the data?<\/li>\n<li>How much does it cost to collect the data?<\/li>\n<li>When will the data be collected?<\/li>\n<li>Can the quantity and type of attribute data be maintained over time?<\/li>\n<li>Can the accuracy and quality of the data be ensured?<\/li>\n<\/ul>\n<p>Keep in mind that the amount of data collected can be adjusted over time; attributes can be added and removed. However, it is best to give careful consideration to the data you want to collect at the very beginning.<\/p>\n<p>When considering what data to collect about the assets, it is important to keep in mind that each asset category may need unique data sets. Examples of the types of information a system may want to collect about their assets is provided in the table below and is broken out by asset category type in the References Guides listed in the <a href=\"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-type-of-inventory-information-to-collect-resources\/\">resources<\/a>. There are many <a href=\"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-inventory-data-collection-and-storage-tools-software-maps\/\">places a system can look<\/a> to collect data about the assets. Once the types of information to collect have been identified, the data must be organized in an asset inventory.<\/p>\n<p>[\/et_pb_text][et_pb_text _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;]<\/p>\n<h3><\/h3>\n<h3>Table 1: Possible Types of Data to Collect<\/h3>\n<p>[\/et_pb_text][dvmd_table_maker tbl_column_header_count=&#8221;0&#8243; tbl_row_header_count=&#8221;0&#8243; tbl_chead_cell_color=&#8221;#2ea3f2&#8243; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221; tbl_chead_text_font=&#8221;|700|||||||&#8221; locked=&#8221;off&#8221; background_color=&#8221;#000000&#8243; border_width_all=&#8221;2px&#8221; border_width_all__hover=&#8221;2px&#8221; border_width_all__hover_enabled=&#8221;on|hover&#8221; border_color_all=&#8221;RGBA(0,0,0,0)&#8221; tbl_stripes_active=&#8221;on&#8221; hover_enabled=&#8221;0&#8243; sticky_enabled=&#8221;0&#8243;][dvmd_table_maker_item col_label=&#8221;Asset ID Number&#8221; col_content=&#8221;Asset ID Number<br \/>\nType<br \/>\nManufacturer<br \/>\n<strong>Installation Date<\/strong> and Restoration Date(s)<br \/>\nOperational Status <br \/> (O=Operational, S= Standby, I= Inoperable)<br \/>\nEnergy User Y\/N <br \/> (If yes, add additional energy information)<br \/>\nExpiration Date of Warranty<br \/>\nMaintenance Details or Management Details <br \/> (type of maintenance completed, how the land area is managed)<br \/>\nFacility Name<br \/>\nIf there is redundancy for this asset&#8221; col_chead_cell_color=&#8221;#2ea3f2 &#8221; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;][\/dvmd_table_maker_item][dvmd_table_maker_item col_label=&#8221;Asset Class or Category&#8221; col_content=&#8221;Asset Class or Category<br \/>\nSize <br \/>(Diameter, Length, Area, Volume, Treatment Capacity)<br \/>\nModel\/Serial Number<br \/>\n<strong>Remaining Useful Life<\/strong><br \/>\nInitial Cost<br \/>\nSupplier Name and Contact Info<br \/>\nMaintenance Frequency or Maintenance Rating <br \/>(5 = Regular Maintenance, 4 = Infrequent Maintenance, 3 = Rarely Maintained, 2 = Little to No Maintenance, 1 = Currently Needs Maintenance)<br \/>\nAsset function and\/or how it provided Level of Service<br \/>\nUnique asset attributes<br \/>(color, direction to turn to operate, etc.)<br \/>\nSystem Notes\/Comments&#8221; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;][\/dvmd_table_maker_item][dvmd_table_maker_item col_label=&#8221;Actual Experience&#8221; col_content=&#8221;Sub Asset Class or Subcategory<br \/>\n<strong>Asset Ownership<\/strong><br \/>\n<strong>Location<\/strong><br \/>\n<strong>Condition<\/strong><br \/>\nEstimated <strong>Replacement Cost<\/strong> (in today&#8217;s dollars)<br \/>\nUnder Warranty (Y or N)<br \/>\nWho funds maintenance<br \/>\nIf land area has a protected status (Wilderness Area, National Park,  National Forest, State Park) or if the area is Environmentally Sensitive or other important information about the land<br \/>\nIf Design Specification are Followed<br \/>\nNatural Assets may include additional information such as volume of water stored, average length, width, and depth, average flow rate, watershed name&#8221; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;][\/dvmd_table_maker_item][\/dvmd_table_maker][et_pb_text _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;]<\/p>\n<p>Note: The items in bold text are necessary for every asset. The remaining items are optional.<\/p>\n<p>[\/et_pb_text][et_pb_text _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;]<\/p>\n<p>For systems that are just getting started with data collection,\u00a0it is important to implement a plan for\u00a0what data to collect and how to <a href=\"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-inventory-data-collection-and-storage-tools-software-maps-data-collection-apps\/\">go about collecting it<\/a>, thinking about what will be useful now and in the future.\u00a0\u00a0There are a number of systematic approaches to\u00a0collecting the data needed for\u00a0the asset inventory.<\/p>\n<ul>\n<li>Collect data one type of asset at a time<\/li>\n<li>Collect data on one portion of the system at a time (e.g., pretreatment, then treatment, then solids handling, then green infrastructure)<\/li>\n<li>Collect the data by location within the system from one side to the other<\/li>\n<li>Collect newer assets first<\/li>\n<li>Collect the data based on year of installation or based on major construction projects (this approach could be based on as-built drawings)<\/li>\n<\/ul>\n<p>When an inventory is first created, it is highly likely that there will be gaps in the data. During the initial inventory process, care should be taken to ensure that the best data possible is put into the inventory and reasonable estimates can be made for items that are missing. Collect the best and highest quality data given the available resources of personnel, time, records, and technology during the initial survey. Then allow data quality to improve later. The sophistication of the asset inventory can be increased over time. The system may start out with a simple approach and improve upon that as additional resources become available.<\/p>\n<p>Ultimately, the asset inventory should support operational, management, and business analysis functions. The asset data should be relevant, useful, and manageable.<\/p>\n<p>[\/et_pb_text][\/et_pb_column][\/et_pb_row][et_pb_row column_structure=&#8221;1_2,1_2&#8243; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221; width=&#8221;100%&#8221; locked=&#8221;off&#8221;][et_pb_column type=&#8221;1_2&#8243; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;][et_pb_text _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;]<\/p>\n<p>You do not want everything in your inventory \u2013 Stacy Gallick, Asset Management Director, Johnson County Wastewater, Olathe, KS\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0\u00a0<\/p>\n<p>[\/et_pb_text][et_pb_video src=&#8221;https:\/\/youtu.be\/jDh3NiioxGk&#8221; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221; border_radii=&#8221;on|25px|25px|25px|25px&#8221;][\/et_pb_video][\/et_pb_column][et_pb_column type=&#8221;1_2&#8243; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;][et_pb_text _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;]<\/p>\n<p>Deciding what to include in the inventory based on monetary value \u2013 Ted Riehle, Chief Operator, Old Forge Wastewater Treatment Plant, Old Forge, NY<\/p>\n<p>[\/et_pb_text][et_pb_video src=&#8221;https:\/\/youtu.be\/TDzTNcWeGdg&#8221; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221; border_radii=&#8221;on|25px|25px|25px|25px&#8221;][\/et_pb_video][\/et_pb_column][\/et_pb_row][et_pb_row column_structure=&#8221;1_2,1_2&#8243; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221; width=&#8221;100%&#8221; locked=&#8221;off&#8221;][et_pb_column type=&#8221;1_2&#8243; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;][et_pb_text _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;]<\/p>\n<p>Your natural instinct will be to collect too much data \u2013 Ross Waugh, Waugh Infrastructure Management, Timaru, NZ\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0\u00a0<\/p>\n<p>[\/et_pb_text][et_pb_video src=&#8221;https:\/\/youtu.be\/8JkwT5jw8_M&#8221; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221; border_radii=&#8221;on|25px|25px|25px|25px&#8221;][\/et_pb_video][\/et_pb_column][et_pb_column type=&#8221;1_2&#8243; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;][et_pb_text _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221;]<\/p>\n<p>Start by collecting data on assets you can find easily \u2013 Bill Boulanger, Superintendent Public Works and Utilities, Community Service Division, City of Dover, NH<\/p>\n<p>[\/et_pb_text][et_pb_video src=&#8221;https:\/\/youtu.be\/dId6PscTe2A&#8221; _builder_version=&#8221;4.9.2&#8243; _module_preset=&#8221;default&#8221; border_radii=&#8221;on|25px|25px|25px|25px&#8221;][\/et_pb_video][\/et_pb_column][\/et_pb_row][\/et_pb_section]<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Type of Inventory Information to Collect &nbsp; It is necessary to collect attribute information about assets included in the inventory. There are any number of categories of information that can be collected about assets, so systems must think through what will be useful and what will not. A system should consider these types of questions when developing the inventory: What asset do I own, manage or rely on to maintain the Level of Service? Where are they located? What condition are they in? What is the remaining useful life? What is the replacement value? In collecting attribute information about assets, the system must determine what data will be useful and collect it. Oftentimes, it is tempting to collect all there is to collect. But it is neither possible nor cost-effective to collect every piece of data that could be collected on an asset. How much data and what type of data to collect on the assets should be determined based on a consideration of the following: How will the data be used? What data is important to upper management\/elected officials\/decision makers? What resources are available to collect the data? How much does it cost to collect the data? When will [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"","_et_gb_content_width":"","footnotes":""},"class_list":["post-1716","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Current State of Assets \/ Type of Inventory Information to Collect - Integrated Asset Management Framework<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/swefc.unm.edu\/IAMFTest\/current-state-of-assets-type-of-inventory-information-to-collect\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Current State of Assets \/ Type of Inventory Information to Collect - Integrated Asset Management Framework\" \/>\n<meta property=\"og:description\" content=\"Type of Inventory Information to Collect &nbsp; It is necessary to collect attribute information about assets included in the inventory. There are any number of categories of information that can be collected about assets, so systems must think through what will be useful and what will not. A system should consider these types of questions when developing the inventory: What asset do I own, manage or rely on to maintain the Level of Service? Where are they located? What condition are they in? What is the remaining useful life? What is the replacement value? In collecting attribute information about assets, the system must determine what data will be useful and collect it. Oftentimes, it is tempting to collect all there is to collect. But it is neither possible nor cost-effective to collect every piece of data that could be collected on an asset. How much data and what type of data to collect on the assets should be determined based on a consideration of the following: How will the data be used? What data is important to upper management\/elected officials\/decision makers? What resources are available to collect the data? How much does it cost to collect the data? 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