Asset data capture for state and federal government

Verified asset records and condition evidence to support maintenance, investment and reporting across your portfolio.

Government portfolios span offices, depots, transport facilities, cultural venues and secure sites. Records need to remain useful as buildings change, assets are replaced and maintenance contracts move between providers.

Kairos provides asset data capture, register verification, building condition assessments and lifecycle planning for government agencies and their facilities management contractors. Our trade-qualified auditors work to your data requirements, with inspections planned around public services, site operations and security arrangements.

Discuss your government portfolio

People walking up the steps into a sandstone and glass government building

A clear basis for asset decisions

Preparing a maintenance budget, transferring an FM contract or reviewing an asset valuation starts with reliable information about what is on site.

We reconcile existing records with site findings and connect condition ratings, defects and recommended work to identifiable assets and locations. Your team can trace a recommendation back to the inspection evidence and understand the assumptions behind its priority and cost.

A common assessment method also makes it easier to compare needs across facilities, agencies and regions.

Asset services for government portfolios

Asset data capture and register verification

Build an asset register from site evidence or check the records you already hold. We verify asset types, locations and agreed attributes, then record additions and corrections using your hierarchy and classifications.

The reconciliation identifies matched, missing, duplicate and mislocated records. Assets that cannot be sighted are listed separately, with the reason and any further verification required.

Building condition assessments

Assess buildings, fabric and services against your agency’s condition scale and reporting requirements. Findings link defects to assets or building elements, with photographs, recommended actions and priorities.

We agree the assessment criteria and calibrate ratings through a representative pilot before the wider programme. Urgent safety findings are escalated to your nominated contact as they are identified.

Lifecycle and capital planning

Turn condition findings into a programme of maintenance and renewal over the planning period you need.

Forecasts set out proposed work, timing, estimated remaining life and indicative costs, with the assumptions recorded. Where commissioned, funding scenarios show how different investment levels affect the maintenance backlog and planned renewal.

Condition data for asset valuation

Valuers need a clear account of asset components, condition and remaining life. We agree the required fields and level of detail with your valuation team before inspection.

Where valuation forms part of the engagement, our specialist partner Modelve prepares the valuation, with Kairos managing delivery and quality review.

A landscaped courtyard between sandstone and glass government buildings

Planned for secure and operational sites

Access arrangements shape the inspection programme. Escorts, restricted areas, service hours and operational changes all need to be considered before auditors attend.

Kairos’s experience includes correctional facilities, federal government properties and live rail sites. We establish the required clearances, inductions and access permissions with the agency or FM contractor before mobilisation.

The site plan covers auditor identification, tool control, escorts, inspection sequence and photography restrictions. Where required, backup auditors are included in the clearance process to support continuity.

Photographs follow the site’s security rules. Restricted assets are photographed only where permitted, and any limits on inspection or evidence collection are recorded in the handover.

Working with facilities management contractors

Contract mobilisation needs an asset baseline that reflects both the agency’s requirements and the contractor’s maintenance obligations.

Kairos works as a delivery partner to FM providers. We agree the capture scope, templates, reporting and delivery sequence with the contractor, and can join agency meetings as part of its delivery team.

Data is prepared for the agreed maintenance system and upload requirements.

Data built for your systems and reporting

We map your location hierarchy, asset classes, naming conventions, mandatory fields and import templates before fieldwork. Where specified, capture can follow VBIS asset naming and Uniclass 2015 classification.

Auditors use Audify for field capture, including at sites without reliable internet access. Field validation and subsequent quality review check completeness, naming consistency, condition ratings and photograph links.

You review a pilot dataset before wider capture. We also agree data handling, import responsibilities and any test load with your system team.

For framework reporting and assurance, we establish which evidence your team needs and how it should be presented. Inspection dates, locations, ratings and linked photographs provide a traceable basis for reviewing asset information and maintenance recommendations.

Assets covered

Coverage and inspection depth are agreed to suit your portfolio, access arrangements and reporting needs.

The engagement defines any specialist inspection, testing or certification required alongside asset capture and condition assessment.

Buildings and fabric

Offices, depots, stations, courts, cultural venues and heritage buildings, including roofs, façades, windows, doors and finishes

Building services

Heating, cooling, ventilation, electrical distribution, generators, UPS, hydraulics, hot water, lifts and building management systems

Fire and life safety

Detection, sprinklers, hydrants, hose reels, fire doors, emergency lighting and exit lighting

Security and access

CCTV, access control, perimeter detection, scanners, automatic gates and boom gates, subject to site permissions

Operational and specialist assets

Commercial kitchens, cold rooms, laundries and other agreed equipment

Transport and precinct assets

Platforms, car parks, paths, roads, pontoons, parklands, street furniture and lighting

Residential and accommodation

Defence and staff housing, transitional accommodation and secure residential facilities

What you receive

Depending on the services commissioned, the handover can include:

A verified asset register in editable and system-import formats

Condition ratings supported by linked photographs

A defect register with recommended actions, priorities and indicative costs

A reconciliation of matched, missing, duplicate and mislocated records

A maintenance and renewal programme for the agreed planning period

Component, condition and remaining-life data for your valuation team

A record of access restrictions, unsighted assets and outstanding verification

The handover explains the data structure, assumptions and unresolved items so your team can review the findings and maintain the records as assets change.

Questions about government asset audits

Can your auditors work at sites requiring security clearances?

Yes, subject to the clearances and permissions required for the engagement. We establish those requirements with your team before mobilisation and plan inspections around inductions, escorts and restricted access.

Can you work under our facilities management contract?

Yes. We work to the agreed agency and contractor requirements, including templates, data structures, reporting and delivery milestones. We can also participate in client meetings as part of the contractor’s delivery team.

Can you verify our existing register?

Yes. We use your records as the starting point, check the agreed assets on site and return corrections and additions in your required format. The reconciliation makes clear what was verified and what remains unresolved.

Can the findings support an asset valuation?

Yes. We can capture component, condition and remaining-life information to the requirements agreed with your valuer. Where a valuation is commissioned through Kairos, Modelve provides the specialist valuation service.

Does the audit establish compliance with our asset management framework?

The audit provides evidence for your asset management, planning and assurance processes. We agree the required coverage and reporting with your team; framework compliance and attestation remain with the agency.

Some government organisations we have worked with

Discuss your government portfolio

Preparing for an FM contract transition, updating asset records or planning maintenance and renewal?

Tell us about your sites, existing information, access requirements and the decision or deadline the work needs to support. We will help define the scope, deliverables and inspection programme, from a single facility to a coordinated portfolio assessment.

Call 1300 212 177 or complete the enquiry form below.