Asset registers

Asset registers built, verified and ready for your maintenance system.

Implementing a maintenance system, preparing an FM tender or planning asset replacement? Kairos resolves incomplete records, verifies equipment on site and prepares the data your team needs to manage maintenance and renewal.

We build new registers, improve existing data and manage system handover. Our experience spans education and hospital portfolios, with data delivered into QFM, TechnologyOne, Urbanise, Maximo and other asset management systems.

Discuss your asset register

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Build, improve or migrate

Commission a complete register programme or a targeted scope.

Build a new register

We design the hierarchy and capture your agreed assets, linking each record to its location, classification, attributes and photographs. Labelling, condition and lifecycle information can be included.

Improve existing records

We resolve duplicates, missing information and inconsistent naming, with site verification where needed. Existing identifiers and maintenance history are retained wherever practical.

Prepare for a new system

We map your records to the target hierarchy and import requirements, validate the upload files and reconcile the loaded dataset with your implementation team.

Structured for the way you work

We agree the structure and acceptance criteria before capture, then test them through a representative pilot.

Consistent classification and naming

We apply or map the framework your organisation uses, so records from different sites and contractors can be managed together.

VBIS, Uniclass 2015, OmniClass or client classifications.
BIM-MEPAUS system, service and component naming.
IPWEA building component guidance where required.

Defined information and quality checks

We specify the fields, permitted values and validation rules needed for your asset management requirements, including those supporting ISO 55001 and ISO 55013 objectives.

Mandatory attributes, units and supporting evidence.
Clear treatment of estimates, unknowns and exceptions.
Agreed checks before acceptance.

Data prepared for operations

We reconcile field findings and existing handover information with your maintenance system’s requirements, including COBie or BIM-derived records where commissioned.

Asset, system and location mapping.
Information exchanges for ISO 19650-3-based projects.
Validated import files and post-load reconciliation.

Include the information your sector requires

We configure additional fields and assessments to the agreed scope:

Councils and government: IPWEA-informed condition and renewal data, agency reporting such as AMAF, and component information supporting AASB 116 and AASB 13 valuation work.
Health and aged care: criticality, service locations and maintenance evidence; medical-equipment requirements, including AS/NZS 3551, where applicable.
Education: campus and building identifiers, departmental templates and links to essential safety measures or hazardous materials records.
Retirement villages: major capital items, shared assets, remaining life and maintenance information for the applicable asset management plan requirements.

Building-services scopes can include HVAC information informed by AIRAH DA19 and links to fire and emergency-lighting maintenance evidence under the applicable AS 1851 and AS/NZS 2293.2 requirements.

From starting records to system handover

Review

Assess your data, sites and required outcome.
Design

Agree classifications, hierarchy, fields and validation rules.
Pilot

Approve a representative dataset before rollout.
Verify

Capture or check assets and report exceptions.
Load

Validate import files and reconcile the agreed system load.
Handover

Deliver the register, evidence and outstanding actions.

You receive Excel and system-import files, with hierarchy mapping, photographs, label references and a reconciliation where included.

Experience across hundreds of projects

Kairos has delivered hundreds of projects across government, councils, health, education, aged care, retail, logistics and utilities. Our register capabilities cover new builds, verification, rationalisation and system migration, from individual facilities to large portfolios.

That experience includes more than 500,000 lines of asset data across a statewide government portfolio covering over 45 agencies, asset verification across 180 operational utility sites, and 16,249 assets across six hospitals. We bring that experience to the structure, fieldwork, quality checks and system handover your project needs.

Some organisations
we have worked with

Asset register FAQs

Do we need a new system or classification?

No. We can work with your existing structure or map it to a new one. Changes are agreed before the register is rebuilt.

What happens to assets you cannot find?

They are flagged for investigation. We document unresolved records and propose corrections for your review rather than automatically deleting them.

Can specialist assessments be included?

Yes. Condition, fire safety, hazardous materials and valuation services can be included, with their scope and deliverables agreed in the proposal.

What determines the price and timeframe?

Site numbers, existing data quality, capture depth, access and handover requirements. We assess these against your required outcome before proposing the programme.

Discuss your
asset register

Tell us what you need to achieve and share a sample of your current records, if available. We will propose the scope, deliverables, timing and cost.

Call 1300 212 177 or complete the enquiry form below.