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Home / Current State of the Assets / Inventory Data Collection and Storage; Tools, Software, Maps

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Inventory Data Collection and Storage: Tools, Software, Maps

 

Several approaches might be necessary to get a good start on the asset inventory. Many utilities have benefited from outsourcing initial data collection. Mapping and sewer system data gathering (e.g., camera work) are often cost-effective approaches to data collection. Utilities should use the method(s) that work the best for their assets to get the best initial inventory of assets.  

Consider the following methods for gathering data for your asset inventory: 

      • Conduct interviews with people knowledgeable about your utility 

      • Former employees 

      • Existing and previous contractors and engineers 

      • City planners 

      • Use visual aids to find assets 

      • Metal detectors 

      • As-built and engineering drawings and plans 

      • Existing and historical photos 

      • Use above-ground assets to estimate what is below-ground 

      • Review records 

      • Existing inventories 

      • Utility system records (e.g., maintenance, replacement, installation, etc.) 

      • State or federal permitting or compliance reports

 

Data Collection Pro Tip

When new assets are being installed, include an update of the asset inventory in the request for proposals for the project, and ensure it is part of the contract. It is important to request the data in a format compatible with the system’s computer software. 

Taking pictures of not only the asset but also the asset name plate – Mark Winslow, Asset Management Coordinator, Albuquerque Bernalillo County Water Utility Authority, Albuquerque, NM.