Why Asset Registers Become Inaccurate Within 90 Days (And Why It’s Risky)

How Asset Registers Become Inaccurate Without Real-Time Data

Asset registers become inaccurate within 90 days when manual updates, broken processes, and delayed data capture weaken asset management. Most facility management teams begin with a clean, well-structured asset register. Every asset is logged. Data looks accurate. Reports make sense.

And then—within 90 days—the asset register starts to fall apart.

This isn’t a coincidence. It’s a pattern seen across facilities of every size and industry. Asset register accuracy declines rapidly once operations begin, and most teams don’t realise it until the data can no longer be trusted.

The 90-Day Breakdown of Asset Register Inaccuracy

Asset registers don’t fail overnight. They deteriorate gradually.

Within the first three months:

• Assets are relocated without being updated

• Labels fade, break, or are removed

• New equipment is added but never registered

• Old assets are decommissioned but remain active in the system

• Contractors maintain assets offline without syncing updates

Each small gap compounds. Soon, the asset register no longer reflects reality. When asset registers become inaccurate, teams lose visibility, audits slow down, and decisions are made on unreliable data.

This is why asset register accuracy is one of the most underestimated problems in facility management.

Why Most Asset Registers Become Inaccurate

The issue is not intent or effort.
The issue is how asset data is maintained.

Most asset registers rely on outdated processes such as:

• Manual data entry

• Periodic asset audits

• Disconnected systems and spreadsheets

• Human memory and follow-ups

In active facilities, asset data changes daily. When updates are not captured at the point of work, accuracy erodes fast.

Manual Updates Don’t Scale

Manual updates depend on people remembering to log changes later.

In reality:

• Technicians prioritise completing work orders

• Data updates are postponed

• “I’ll update it later” never happens

Over time, the asset register becomes incomplete, inconsistent, and unreliable.

Why Periodic Audits Fail to Fix the Problem

Many organisations rely on quarterly or annual asset audits to restore accuracy.

But audits are reactive, not preventive.

By the time an audit is completed:

• Assets have already changed again

• New discrepancies have been introduced

• Teams revert to workarounds

This creates a cycle of constant cleanup projects instead of sustainable accuracy.

The Real Impact of Inaccurate Asset Registers

Poor asset register accuracy has serious operational consequences:

• Maintenance teams work on incorrect or outdated assets

• Spare parts planning becomes guesswork

• Preventive maintenance schedules lose relevance

• Asset performance reports become unreliable

• Capital planning decisions are based on wrong data

When asset data can’t be trusted, maintenance efficiency drops and costs increase.

Asset Registers Are Not Static Documents

One of the biggest misconceptions in facility management is treating the asset register as a one-time setup.

An accurate asset register is not built once.
It must be maintained continuously.

Modern asset management systems treat the asset register as a living system, not a static spreadsheet.

Updates should happen:

• During inspections

• While closing work orders

• During preventive maintenance

• At the moment assets are moved, replaced, or retired

Why Real-Time Updates Protect Asset Register Accuracy

Asset register accuracy only survives when updates are captured in real time.

Modern CMMS and asset management platforms enable:

• Mobile updates directly from technicians

• Asset-level updates during maintenance activities

• Automatic syncing across systems

• Reduced reliance on memory and manual follow-ups

Accuracy improves not because teams work harder—but because the process supports accuracy by design.

The Key Reason Asset Registers Fail Within 90 Days

If your asset register needs a major “cleanup” every few months, it’s already failing.

Most asset registers become inaccurate within 90 days because:

• Updates happen after work, not during it

• Systems are disconnected from daily operations

• Accuracy depends on people, not workflows

True asset register accuracy is achieved only when data capture is embedded into everyday work.

Final Thought

Asset register accuracy is not a documentation problem.
It’s an operational one.

If your asset data is outdated, every maintenance decision that follows is compromised.

The solution isn’t more audits or better spreadsheets—it’s real-time, system-driven asset management that keeps data accurate without extra effort.

Fix your asset management and digitalise your data accuracy with Punctualiti.
Book a demo with us here.