Alternative to Spreadsheets for Building Asset Information
Many FM teams maintain asset information in spreadsheets, manually extracting data from O&M manuals and updating cells by hand. PM Assist lets you search the source documentation directly, so you always get current, verified information from the original documents.
The Spreadsheet Asset Register Problem
Asset registers maintained in spreadsheets are a familiar sight in facilities management. They aim to provide a quick reference for equipment information — model numbers, serial numbers, installation dates, maintenance frequencies, and location details.
The problem is that spreadsheets require manual data entry and manual updating. Information is transcribed from O&M manuals and data sheets, which introduces the risk of transcription errors. As equipment is replaced or modified, the spreadsheet may not be updated. Over time, the spreadsheet and the source documentation diverge, and the spreadsheet becomes unreliable.
Search the Source Documents Instead
PM Assist offers a different approach: instead of maintaining a manually updated spreadsheet, search the original source documents directly. When you need an equipment specification, model number, or maintenance frequency, ask PM Assist and get the answer from the O&M manual, commissioning record, or drawing schedule where it was originally documented.
This approach eliminates transcription errors and ensures you are always referencing the most authoritative source of information. The source citation shows exactly which document the information came from, so you can verify it if needed.
- Get asset data from original source documents
- No transcription errors from manual data entry
- Always reference the authoritative document
- Source citations provide traceability
When Spreadsheets Still Make Sense
Spreadsheets remain useful for tracking information that does not exist in the building documentation, such as reactive maintenance history, cost data, and condition assessments. PM Assist does not replace these functions.
The value of PM Assist is in reducing the need to manually extract and maintain static asset data that already exists in the building documentation. By searching the source documents directly, you avoid the ongoing effort of keeping spreadsheet data synchronised with the documentation.
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Related pages
Frequently asked questions
Search Your Source Documents, Not Spreadsheets
Upload your building documentation and find asset information from the original sources. No more outdated spreadsheet data.
- Upload and organise building documentation
- AI-powered search across all your manuals
- Source-cited answers for every query
- Team collaboration and access control
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