Field Guide · NAMA Asset Verification & Tagging Hub

Common operating method

Record what is physically observed, preserve traceability and never hide an exception.

The application is designed around a controlled national workflow. The field team collects evidence, the data team validates and reconciles it, and QA confirms readiness for handover.

Golden ruleOne physical asset = one unique record = one approved tag linkage.

Site workflow

1Open the locationConfirm access, focal point, areas, room list, HSE controls and photography restrictions.

2Survey systematicallyWork zone-by-zone and room-by-room. Mark inaccessible areas immediately.

3Create the recordCapture identity, location, condition, reconciliation and evidence using controlled values.

4Produce and install the tagPrint only from validated records. Check readability, prepare the surface and install consistently.

5Scan-confirmScan the installed label and verify it opens or matches the correct record.

6Close the locationReconcile counts, open exceptions and inaccessible areas before site completion acknowledgement.

Identity and classification rules

Asset Number

The unique identifier approved by Nama Water Services. Do not create duplicate asset numbers.

Description

Use a clear, recognizable description. Avoid vague entries such as ‘item’ or ‘equipment’.

Serial Number

Record exactly as shown on the manufacturer plate. Use ‘Not Available’ only after checking the asset.

Physical Location

Record the actual physical location observed during verification, not the location shown only in the old register.

AvoidVague descriptions, guessed serial numbers, copying the old location without checking, or creating a second record because a tag is unreadable.

Condition and operational codes

Condition	Use when
Excellent	Like-new appearance, no evident defect and fit for intended use.
Good	Normal wear only; functional and serviceable.
Fair	Visible wear or minor defect, but still usable.
Poor	Significant deterioration; usable only with limitation or attention.
Damaged	Physical damage affects use, safety or expected serviceability.
Not Assessable	Access, power, restriction or other limitation prevents a reliable observation.

Condition is visual. Operational status is separate and may require confirmation from the responsible user without specialist testing.

Reconciliation classifications

Matched

Physical asset agrees with the existing register and location evidence.

Found Not in Register

Physical asset exists but no reliable source record is found.

Register Record Not Found

Duplicate Record/Tag

More than one register record or tag appears to refer to the same physical asset.

Different Location

Asset is found, but the physical location differs from the existing record.

Transferred

Evidence indicates a formal or informal move between custodians or locations.

Damaged/Unusable

Asset is found but condition or operation requires attention or client decision.

Untagged

Asset requires an approved new tag.

Unreadable/Damaged Tag

Existing label cannot be reliably scanned or read.

Pending Clarification

Evidence is insufficient for a final classification. Assign an owner and due date.

Tagging standard

70 × 40 mmApproved sample size

PolyesterHigh-durability label

ResinBlack thermal-transfer print

5 yearsMinimum indoor service life

Generate content only from the validated record.
Perform visual and scan checks before release.
Clean and dry the installation surface.
Use a visible, protected and category-consistent position.
Do not cover manufacturer plates, safety labels, ventilation or controls.
Scan the installed label against the correct record.

QA acceptance

CompletenessCore fields complete and readable

UniquenessNo unexplained duplicate IDs or serials

ConsistencyRegion, building and exact location agree

ReconciliationClassification and evidence are logical

Tag linkagePrinted, installed and scan-confirmed

EvidenceRemarks and photo references are appropriate

Suggested acceptance targetAt least 99% mandatory-field completeness, zero duplicate tag numbers and 100% scan verification for installed tags.

HSE and information protection

Follow site induction, permits, access controls and Life Saving Rules.
Do not interfere with live process, electrical, laboratory or workshop equipment.
Maintain clear walkways and remove label backing and work waste.
Photograph only with authorization and avoid confidential papers or personal workspaces.
Use project devices and approved storage; do not use public file-sharing for client records.
Report suspected data loss, security incidents, unsafe conditions or access violations immediately.

Handover package

Verified Asset RegisterLocation RegisterException RegisterTagging ReportData DictionaryQA ResultsActivity LogKnowledge Transfer Records

The Excel export produces a controlled multi-sheet workbook. Open exceptions remain visible and are not silently removed from the final dataset.