ASTM_E_2812_-_11.pdf

Designation:E281211Standard Practice forUniform Data Management in Asset Management RecordsSystems1This standard is issued under the fixed designation E2812;the number immediately following the designation indicates the year oforiginal adoption or,in the case of revision,the year of last revision.A number in parentheses indicates the year of last reapproval.Asuperscript epsilon()indicates an editorial change since the last revision or reapproval.INTRODUCTIONConsistent asset data is a key element of any asset management records system.Standardized datain an asset management records system provides useful information for management decision supportand better enables successful asset management outcomes.The management processes described inthis practice will provide the basis for uniform data management.1.Scope1.1 This practice is intended to be used for records of alltypes of assets.1.2 This practice provides guidance on establishing andmaintaining uniform asset data within an asset managementrecords system.1.3 This standard does not purport to address all of thesafety concerns,if any,associated with its use.It is theresponsibility of the user of this standard to establish appro-priate safety and health practices and determine the applica-bility of regulatory limitations prior to use.2.Referenced Documents2.1 ASTM Standards:2E2135 Terminology for Property and Asset ManagementE2499 Practice for Classification of Asset Physical LocationInformationE2604 Practice for Data Characteristics of Equipment Re-cords3.Terminology3.1 DefinitionsFor definitions relating to asset and assetmanagement,refer to Terminology E2135.3.1.1 asset identifier,nan alphanumeric character se-quence that corresponds to a specific asset record in an assetmanagement records system.3.1.2 data element,nan individual fact collected to popu-late information for the equipment record.E26043.1.3 record,na collection of organized information in aregular structure,usually but not necessarily in a machine-readable format accessible by a computer.4.Significance and Use4.1 Uniform asset management data is intended to provide ameans of enabling accurate summary level information andreports to improve operational and strategic managementcapabilities at all phases of the asset lifecycle.4.2 Entities should manage the asset management recordssystem in accordance with this practice to maintain dataconsistency,integrity,and usability and thus achieve uniformdata.5.Usage5.1 Individual asset records in an asset management recordssystem shall be given a unique asset identifier.5.2 Asset descriptive data shall be uniformly entered andformatted throughout an asset management records system.Spelling and use of spacing,abbreviation,punctuation,amper-sands and other special characters shall be consistently applied.5.2.1 Descriptive data elements that represent commoncharacteristics of multiple asset records shall be consistentlyentered or formatted to ensure that the information is presentedin the same manner each time it is used.Examples of commondata elements found in many asset management recordssystems include:5.2.1.1 Description.5.2.1.2 Owner.5.2.1.3 Manufacturer.5.2.1.4 Model number.5.2.1.5 Part number.5.2.1.6 Unit of measure.1This practice is under the jurisdiction of ASTM Committee E53 on AssetManagement and is the direct responsibility of Subcommittee E53.02 on DataManagement.Current edition approved July 1,2011.Published July 2011.DOI.10.1520/E2812-11.2For referenced ASTM standards,visit the ASTM website,www.astm.org,orcontact ASTM Customer Service at serviceastm.org.For Annual Book of ASTMStandards volume information,refer to the standards Document Summary page onthe ASTM website.Copyright ASTM International,100 Barr Harbor Drive,PO Box C700,West Conshohocken,PA 19428-2959.United States1 5.2.1.7 User.5.2.1.8 Location.(1)Uniform location information may be achieved byapplying the principles of this practice to Practice E2499.5.2.1.9 Dates.5.2.1.10 Currency values.5.2.1.11 This practice may be applied to additional dataelements as required by the entity.5.2.2 Entities may allow free-format entry for data elementswhere:5.2.2.1 The format and content of data values to be enteredare highly variable,such as notes or comments or;5.2.2.2 Consistent data is not required by the entity for aparticular data element,and maintaining standardization wouldincur a level of effort that does not provide value to the entity.5.3 Designated system users should perform a system queryto determine if a suitable data value exists prior to establishinga new value.5.4 Entities should consider limiting the privileges forcreating/editing data elements/values within their asset man-agement records system to as few individuals as possible.Thismitigates the opportunity for the creation of near-duplicatevalues.5.5 Entities should manage the data elements within theirasset management records system to ensure the data manage-ment principles described in this practice are applied.6.Keywords6