Inventory Data Collection and Storage; Tools, Software, Maps

Several approaches may be necessary to get a good start on the asset inventory.  A system should use as many approaches as it deems necessary to get the best initial inventory of assets.

Table 7: Approaches for collecting inventory data

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

When data for the inventory comes from outside sources, the data may need to be reviewed.  The system should identify any data that relies on outside sources and document what needs to be done to access and update it.  The frequency with which the data should be updated should also be defined and revised as needed.