ASTM E2812-17

Standard Practice for Uniform Data Management in Asset Management Records Systems

SIGNIFICANCE AND USE
4.1 Uniform asset management data is intended to provide a means of enabling accurate summary level information and reports to improve operational and strategic management capabilities at all phases of the asset lifecycle.  
4.2 Entities should manage the asset management records system in accordance with this practice to maintain data consistency, integrity, and usability and thus achieve uniform data.
SCOPE
1.1 This practice is intended to be used for records of all types of assets.  
1.2 This practice provides guidance on establishing and maintaining uniform asset data within an asset management records system.  
1.3 See ASTM E2604, Standard Practice for Data Characteristics of Equipment Asset Record, for mandatory and optional data characteristics required in the creation of an asset record.  
1.4 This standard does not purport to address all of the safety concerns, if any, associated with its use. It is the responsibility of the user of this standard to establish appropriate safety and health practices and determine the applicability of regulatory limitations prior to use.

General Information

• Status: Published
• Publication Date: 14-Jan-2017
• ICS: 03.100.01 - Company organization and management in general
• ICS: 35.240.30 - IT applications in information, documentation and publishing
• Technical Committee: E53 - Asset Management
• Drafting Committee: E53.02 - Data Management

Relations

• Replaces: ASTM E2812-11 - Standard Practice for Uniform Data Management in Asset Management Records Systems
• Effective Date: 15-Jan-2017
• Refers: ASTM E2499-18 - Standard Practice for Classification of Asset Location Information
• Effective Date: 01-Jul-2018
• Refers: ASTM E2135-10a(2017) - Standard Terminology for Property and Asset Management
• Effective Date: 01-May-2017
• Refers: ASTM E2499-11 - Standard Practice for Classification of Asset Physical Location Information
• Effective Date: 01-Dec-2011
• Refers: ASTM E2135-10a - Standard Terminology for Property and Asset Management
• Effective Date: 15-Oct-2010
• Refers: ASTM E2135-10ae1 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Oct-2010
• Refers: ASTM E2135-10ae2 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Oct-2010
• Refers: ASTM E2135-10 - Standard Terminology for Property and Asset Management
• Effective Date: 01-Jul-2010
• Refers: ASTM E2604-09 - Standard Practice for Data Characteristics of Equipment Records
• Effective Date: 15-Apr-2009
• Refers: ASTM E2135-07e1 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Jun-2007
• Refers: ASTM E2135-07 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Jun-2007
• Refers: ASTM E2499-06 - Standard Practice for Classification of Equipment Physical Location Information
• Effective Date: 01-Jun-2006
• Refers: ASTM E2135-06 - Standard Terminology for Property and Asset Management
• Effective Date: 15-Feb-2006
• Refers: ASTM E2135-04 - Standard Terminology for Property and Asset Management
• Effective Date: 01-Sep-2004
• Refers: ASTM E2135-02 - Standard Terminology for Property and Asset Management
• Effective Date: 10-Aug-2002

Overview

ASTM E2812-17: Standard Practice for Uniform Data Management in Asset Management Records Systems sets guidelines for the consistent collection, entry, and management of data in asset management records systems. This standard, issued by ASTM International, is designed to support organizations in maintaining asset records with consistent data structures and definitions. By establishing uniform data management practices, the standard enables accurate reporting, improved operational efficiency, and enhanced strategic decision-making throughout the asset lifecycle.

Key Topics

• Uniformity in Asset Data: Ensures asset information is collected and formatted consistently across records. Standardization covers definitions, abbreviations, punctuation, and data entry practices.
• Asset Identifiers: Requires each asset record to be assigned a unique identifier, supporting precise tracking over the asset lifecycle.
• Common Data Elements: Recommends uniform entry for key elements such as:
  • Description (noun name)
  • Owner
  • Manufacturer
  • Model number
  • Part number
  • Unit of measure (e.g., EA for each, BX for box)
  • User
  • Location (using consistent location data practices)
  • Dates (using standardized formats)
  • Currency values (including format and symbols)
• Data Entry Governance: Suggests controlling permissions for data creation and edits to maintain data integrity and reduce duplicates.
• Flexible Data Elements: Allows for free-format entry where data variability is high or standardization has limited value, such as notes.
• Data Consistency and Usability: Emphasizes practices that safeguard data integrity and support usability for management reporting and decision making.

Applications

The practical value of ASTM E2812-17 lies in its broad relevance across sectors managing diverse assets, including but not limited to equipment, infrastructure, and facilities. Organizations benefit from:

• Improved Data Quality: Uniform data entry reduces errors and inconsistencies, enabling reliable reporting and analysis.
• Enhanced Lifecycle Management: Accurate, consistent records support tracking, maintenance, and optimization throughout asset lifecycles.
• Streamlined Auditing: Auditable, standardized asset records facilitate compliance with internal policies and external regulations.
• Efficient Operations: Standardized data enables easier system integration, upgrades, and the transition to new asset management solutions.
• Strategic Decision Support: Enables comprehensive, accurate summary reports for informed asset management decisions and investment planning.

Entities of all types can adopt this standard to underpin robust asset data management practices, supporting digital transformation initiatives and regulatory compliance.

Related Standards

Adherence to ASTM E2812-17 is often complemented by the following referenced standards for a comprehensive approach to asset data management:

• ASTM E2135: Terminology for Property and Asset Management - Provides foundational terminology for consistent understanding.
• ASTM E2499: Practice for Classification of Asset Physical Location Information - Guides uniform structuring of location data.
• ASTM E2604: Practice for Data Characteristics of Equipment Asset Record - Details mandatory and optional characteristics for asset records.

Together, these standards help organizations establish a solid framework for asset information management, from terminology to technical data structuring.

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Keywords: asset management data, uniform data management, asset records system, data consistency, asset lifecycle, data integrity, ASTM standards, asset data standardization

Standards Content (Sample)

This international standard was developed in accordance with internationally recognized principles on standardization established in the Decision on Principles for the
Development of International Standards, Guides and Recommendations issued by the World Trade Organization Technical Barriers to Trade (TBT) Committee.
Designation: E2812 − 17
Standard Practice for
Uniform Data Management in Asset Management Records
Systems
This standard is issued under the fixed designation E2812; the number immediately following the designation indicates the year of
original adoption or, in the case of revision, the year of last revision. A number in parentheses indicates the year of last reapproval. A
superscript epsilon (´) indicates an editorial change since the last revision or reapproval.
INTRODUCTION
Consistent asset data is a key element of any asset management records system. Standardized data
in an asset management records system provides useful information for management decision support
and better enables successful asset management outcomes. The management processes described in
this practice will provide the basis for uniform data management.
1. Scope 3. Terminology
3.1 Definitions—For definitions relating to asset and asset
1.1 This practice is intended to be used for records of all
management, refer to Terminology E2135.
types of assets.
3.1.1 asset identifier, n—an alphanumeric character se-
1.2 This practice provides guidance on establishing and
quence that corresponds to a specific asset record in an asset
maintaining uniform asset data within an asset management
management records system.
records system.
4. Significance and Use
1.3 See ASTM E2604, Standard Practice for Data Charac-
4.1 Uniform asset management data is intended to provide a
teristics of Equipment Asset Record, for mandatory and op-
means of enabling accurate summary level information and
tional data characteristics required in the creation of an asset
reports to improve operational and strategic management
record.
capabilities at all phases of the asset lifecycle.
1.4 This standard does not purport to address all of the
4.2 Entities should manage the asset management records
safety concerns, if any, associated with its use. It is the
system in accordance with this practice to maintain data
responsibility of the user of this standard to establish appro-
consistency, integrity, and usability and thus achieve uniform
priate safety and health practices and determine the applica-
data.
bility of regulatory limitations prior to use.
5. Usage
2. Referenced Documents
5.1 Individual asset records in an asset management records
2.1 ASTM Standards:
system shall be given a unique asset identifier.
E2135 Terminology for Property and Asset Management
5.2 Asset descriptive data shall be uniformly entered and
E2499 Practice for Classification ofAsset Physical Location
formatted throughout an asset management records system.
Information
Spelling and use of spacing, abbreviation, punctuation,
E2604 Practice for Data Characteristics of Equipment Asset
ampersands, and other special characters shall be consistently
Record
applied.
5.2.1 Descriptive data elements that represent common
characteristics of multiple asset records shall be consistently
This practice is under the jurisdiction of ASTM Committee E53 on Asset
entered or formatted to ensure that the information is presented
Management and is the direct responsibility of Subcommittee E53.02 on Data
in the same manner each time it is used. Examples of common
Management.
data elements found in many asset management records
Current edition approved Jan. 15, 2017. Published February 2017. Originally
systems include:
approved in 2011. Last previous edition approved in 2011 as E2812-11. DOI.
10.1520/E2812-17.
5.2.1.1 Description (noun name).
For referenced ASTM standa
...

This document is not an ASTM standard and is intended only to provide the user of an ASTM standard an indication of what changes have been made to the previous version. Because
it may not be technically possible to adequately depict all changes accurately, ASTM recommends that users consult prior editions as appropriate. In all cases only the current version
of the standard as published by ASTM is to be considered the official document.
Designation: E2812 − 11 E2812 − 17
Standard Practice for
Uniform Data Management in Asset Management Records
Systems
This standard is issued under the fixed designation E2812; the number immediately following the designation indicates the year of
original adoption or, in the case of revision, the year of last revision. A number in parentheses indicates the year of last reapproval. A
superscript epsilon (´) indicates an editorial change since the last revision or reapproval.
INTRODUCTION
Consistent asset data is a key element of any asset management records system. Standardized data
in an asset management records system provides useful information for management decision support
and better enables successful asset management outcomes. The management processes described in
this practice will provide the basis for uniform data management.
1. Scope
1.1 This practice is intended to be used for records of all types of assets.
1.2 This practice provides guidance on establishing and maintaining uniform asset data within an asset management records
system.
1.3 See ASTM E2604, Standard Practice for Data Characteristics of Equipment Asset Record, for mandatory and optional data
characteristics required in the creation of an asset record.
1.4 This standard does not purport to address all of the safety concerns, if any, associated with its use. It is the responsibility
of the user of this standard to establish appropriate safety and health practices and determine the applicability of regulatory
limitations prior to use.
2. Referenced Documents
2.1 ASTM Standards:
E2135 Terminology for Property and Asset Management
E2499 Practice for Classification of Asset Physical Location Information
E2604 Practice for Data Characteristics of Equipment Asset Record
3. Terminology
3.1 Definitions—For definitions relating to asset and asset management, refer to Terminology E2135.
3.1.1 asset identifier, n—an alphanumeric character sequence that corresponds to a specific asset record in an asset management
records system.
3.1.2 data element, n—an individual fact collected to populate information for the equipment record. E2604
3.1.3 record, n—a collection of organized information in a regular structure, usually but not necessarily in a machine-readable
format accessible by a computer.
4. Significance and Use
4.1 Uniform asset management data is intended to provide a means of enabling accurate summary level information and reports
to improve operational and strategic management capabilities at all phases of the asset lifecycle.
4.2 Entities should manage the asset management records system in accordance with this practice to maintain data consistency,
integrity, and usability and thus achieve uniform data.
This practice is under the jurisdiction of ASTM Committee E53 on Asset Management and is the direct responsibility of Subcommittee E53.02 on Data Management.
Current edition approved July 1, 2011Jan. 15, 2017. Published July 2011February 2017. Originally approved in 2011. Last previous edition approved in 2011 as E2812-11.
DOI. 10.1520/E2812-11.10.1520/E2812-17.
For referenced ASTM standards, visit the ASTM website, www.astm.org, or contact ASTM Customer Service at [e-mail]. For Annual Book of ASTM Standards
volume information, refer to the standard’sstandard’s Document Summary page on the ASTM website.
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E2812 − 17
5. Usage
5.1 Individual asset records in an asset management records system shall be given a unique asset identifie
...