Asset data capture for utility depots, offices and operational sites

Reliable asset records and condition evidence to plan maintenance and renewal across your property portfolio.

Utility property teams manage depots, offices, workshops and stores, alongside buildings and site services at substations, power stations and treatment plants. Asset information needs to support day-to-day maintenance as well as contract changes and longer-term investment.

Kairos provides asset data capture, condition assessments and lifecycle planning for these portfolios. Our trade-qualified auditors work to your site-access requirements and deliver data in the structure your maintenance system needs.

Discuss your utility property portfolio

Two workers in hi-vis walking past open workshop bays at a utility depot

A clear baseline for maintenance and investment

A maintenance specification needs an accurate account of the assets it covers. A renewal forecast needs evidence of their condition, remaining life and likely replacement cost.

We reconcile site findings with your existing records, identifying missing assets, duplicate entries and incorrect information. Condition assessments connect defects and recommended work to identifiable assets and locations.

The result gives property, facilities and finance teams a common basis for reviewing maintenance needs, preparing budgets and defining FM contract scope.

Asset services for utility property

Asset data capture and register reconciliation

Build a register from site evidence or verify the records you already hold. We capture asset identifiers, locations, classifications and agreed technical attributes using your hierarchy and naming conventions.

Linked photographs and QR or barcode labels help maintenance teams identify equipment. The level of detail reflects your maintenance requirements, including component-level records where needed.

Assets that cannot be sighted are recorded separately, with any assumptions and further verification required.

Building and asset condition assessments

Assess building fabric, services and site infrastructure against a consistent condition scale across your portfolio.

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 costed programme of maintenance and replacement over the planning period you need.

Forecasts set out proposed work, timing, estimated remaining life and indicative costs, with the assumptions recorded. Your property and finance teams can use the findings to review renewal priorities and prepare investment proposals.

Where the information will contribute to a wider capital forecast or price submission, we agree the required asset categories, planning periods and reporting format with your team.

Essential Safety Measures

Kairos audits essential safety measures and reviews the relevant maintenance records at depots, offices and other property assets.

The agreed scope can cover fire doors, exits, emergency lighting and fire protection systems, with defects and evidence gaps identified for follow-up. Reporting requirements and responsibilities for testing, servicing and certification are defined before fieldwork.

Aerial view of a utility depot with workshop sheds, white utes and a gated entrance, with bushland behind

Planned for live operational sites

Access to operational sites needs to account for permits, escorts, restricted areas and changes in site activity.

We establish the inspection sequence and access requirements with your nominated contacts before attendance. All field staff hold current National Police Checks, with any additional screening and authorisations confirmed for the engagement.

Auditors follow your permit-to-work arrangements, exclusion zones and escort requirements. Switchrooms, control rooms and other restricted areas are booked in advance, and any required isolations are arranged by your authorised staff.

For regional programmes, we group sites by location and access window. The handover identifies areas we could not inspect, the reason and what remains to be verified.

Data built for your maintenance system

We map your location hierarchy, asset classes, mandatory fields and import templates before fieldwork. You review a pilot dataset before wider capture, so the structure can be checked against your maintenance and reporting requirements.

Across our wider work, Kairos has prepared data for systems including Urbanise, TechnologyOne and QFM. For your engagement, we agree the required format and validation process with your system team.

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.

Import responsibilities, any test load and the acceptance process are agreed before handover.

Assets and sites covered

Coverage is agreed to suit your property responsibilities, site conditions and reporting needs.

This page covers property assets, building services and site infrastructure. Any requirement for network or process plant assessment is established separately with the appropriate specialists, as are testing and certification responsibilities.

Offices and operational buildings

Corporate and regional offices
Control buildings
Amenities
Workshops and training facilities
Roofs, walls, doors and finishes

Depots, stores and yards

Warehouses
Equipment stores
Wash bays
Covered storage
Hardstand

Building services

Heating, cooling and ventilation
Building electrical distribution
Lighting
Plumbing and hot water
Lifts

Fire and life safety

Fire panels
Sprinklers and hydrants
Emergency and exit lighting
Fire doors and exits

Standby power and support equipment

Building generators
UPS
Other support equipment within the agreed scope

Site infrastructure and security

Fences, gates and access control
CCTV
External lighting
Car parks and internal roads
Drainage and retaining walls

What your team receives

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 maintenance and renewal forecast with stated assumptions

ESM findings and maintenance-record gaps

A reconciliation against your existing records

A record of access restrictions, unsighted assets and outstanding verification

Site and portfolio summaries for property, facilities and finance teams

The handover explains the data structure, assumptions and unresolved items so your team can review the findings and keep the records current.

Questions about utility property audits

Do you assess network assets such as poles, mains and substation switchgear?

The services described here cover buildings, building services and site infrastructure. Network and process plant requirements need a separate specialist scope.

Can inspections take place on live operational sites?

Yes, where suitable access and authorisations are in place. We agree the programme with your site contacts and work under the required permits, exclusion zones, escorts and other site controls.

Can you prepare data for our maintenance system?

Yes. We agree the hierarchy, required fields and import format with your team, then validate the structure through a pilot. We also clarify who will load the data and resolve import issues.

Can the findings support our capital forecast or price submission?

Yes. Condition evidence and costed renewal forecasts can inform the property component of your planning. We agree the required format and assumptions with your team, which remains responsible for the wider submission.

Where should we start when retendering an FM contract?

Start by checking whether the asset register reflects what is installed and what the contractor will maintain. A verified baseline helps define the specification and gives tenderers a consistent basis for pricing.

Some organisations we have worked with

Discuss your utility property portfolio

Retendering an FM contract, preparing a property capital forecast or improving asset records across your sites?

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

Call 1300 212 177 or complete the enquiry form below.