Accurate Equipment Inventory: Key To The Evolving Built Environment

For facility managers, maintaining an accurate equipment inventory is key – impacting response times and maintenance decisions. 

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Equipment Inventory, ARC Facilities

As built environments evolve, it’s critical to maintain an accurate equipment inventory for Facility Condition Assessments (FCAs) and operations planning.

Keeping up with equipment maintenance is a constant challenge as buildings are renovated, rebuilt, and repurposed. Maintaining an accurate asset inventory is key – impacting response times and maintenance decisions. But how can you maximize equipment lifecycles and plan if information is outdated, incomplete, or plain wrong? This was all covered in a recent on-demand webinar on the importance of accurate equipment documentation for FCAs and Master Planning.

Many organizations conduct FCAs, which are vital for the preservation of physical infrastructures and prioritizing capital expenditures, maintenance, and repairs.

Equipment Inventory, ARC Facilities


“It’s important to understand and know the condition of equipment before asking a third-party to help conduct an FCA,” said Michel Theriault, an IFMA member who provides advisory and consulting services in strategic and management issues, including facilities management.

“Combining internal knowledge, work orders and equipment histories is an effective approach,” he added.

While these procedures can be conducted at any time, there are several key milestones to consider, including:

  • Strategic Planning And Budgeting: FCAs are essential when developing long-term strategic plans and budgets enabling organizations to be proactive vs. reactive in managing and budgeting for capital expenditures.
  • Compliance And Regulatory Requirements: Organizations operating in regulated industries or with specific compliance obligations must conduct FCAs to ensure adherence to Federal and State requirements.
  • Renovation Or Expansion Projects: Prior to initiating renovation or expansion projects, it is crucial to conduct an FCA to identify existing deficiencies or potential challenges that could impact the project budget and timeline.
  • Change In Facility Use. If a building is repurposed from an office to a healthcare facility, the assessment helps identify any modifications or upgrades required to meet the specific needs and regulatory requirements for the new use.

Theriault believes FCAs should be one-time events.

“FCAs are a snapshot in time and should be reevaluated to ensure any needed changes are reflected for accurate reporting,” said David Trask, National Director, ARC Facilities.

Facility Condition Assessment Tools And Resources

Consultants typically spend several days closely examining buildings utilizing many tools to evaluate the conditions of buildings and infrastructures, including building management software, ultrasound, infrared thermography, laser distance meters, moisture meters, and pressure gauges.

“It’s essential to accurately capture equipment information in your equipment inventory database when conducting an FCA,” said Trask.

Equipment Inventory, ARC Facilities
(Photo: Adobe Stock)


ARC Facilities has introduced a mobile-first platform and an easy-to-use app for facility management teams, so field-verifying equipment is painless – enhancing the FCA process.

Want to go even deeper? Check out our on-demand webinar about Facility Master Planning, FCAs and the Importance of Asset Inventory, which shed light on the following:

  • It’s best to confirm equipment locations and update asset inventories before the FCA for the most accurate results.
  • Inaccurate FCAs lead to unrealistic budgets and missed opportunities for long-term planning.
  • Mobile devices are excellent tools for capturing and updating equipment inventories in the field in real time.
To learn more about how ARC Facilities can help your team organize, capture and share critical equipment details and building information, request a call today.

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