Stay in control of your equipment, reduce downtime, and support ISO compliance.
Download our simple, editable template to get start gaining control over your physical assets, maintenance schedules, and assigned responsibilities.
What is an Asset Register?
An Asset Register is a structured record of all tangible assets owned, leased, or maintained by an organisation. It is used to track the lifecycle, status, location, and maintenance of physical items such as:
- Information technology equipment (e.g., laptops and servers)
- Machinery, tools, and vehicles
- Emergency and health & safety systems
- Calibrated or regulated equipment
Unlike a financial ledger, an Asset Register is operational in nature. It forms a foundational part of asset management systems, often integrated with CMMS (Computerised Maintenance Management Systems), ERP software, or ISO documentation frameworks. Our downloadable Word template provides a manual starting point that can evolve into more advanced systems over time.
A typical Asset Register may include fields such as:
- Unique ID or serial number
- Asset category and subtype (e.g., IT, mechanical, electrical)
- Acquisition date and current status
- Scheduled inspections or servicing
- Responsible owner or department
- Compliance tags (e.g., PAT tested, calibrated, safety checked)
Our downloadable template provides a simple starting point with editable columns for key attributes like maintenance and responsibility.
An Asset Register supports:
- ISO 9001: Demonstrating control over tools that impact quality
- ISO 45001: Maintaining health and safety equipment
- ISO 27001: Tracking and securing IT infrastructure
- ISO 22301: Ensuring availability of critical equipment for business continuity
By linking assets, responsibilities, and compliance, an Asset Register becomes a key tool in demonstrating governance, accountability, and audit readiness.
Why Asset Tracking Matters for Compliance and Continuity
Tracking your physical assets isn’t just about keeping a list.
It’s about maintaining control, supporting compliance, and strengthening operational resilience. Without structured oversight, even routine maintenance can become a risk.
The impact of poor asset oversight is already being felt across sectors. Here are four key reasons why getting it right matters:
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Infrastructure gaps are growing
Across the UK, both public and private sector organisations are feeling the pressure of ageing infrastructure and deferred investment:
- In January 2025, the National Audit Office reported a £49 billion maintenance backlog across public services, including the NHS, schools, prisons, and the Ministry of Defence.
- Infrastructure failures contributed to an average of 5,400 clinical service incidents per year in the NHS alone.
When maintenance records are fragmented or missing, organisations face safety hazards, regulatory breaches, and loss of service continuity.
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Reactive maintenance comes at a cost
Many organisations are still operating in reactive mode – fixing assets only after they break:
- 55% of maintenance budgets are spent on reactive repairs
- Maintenance schedule compliance averages just 68%, far below the 85% benchmark
Delayed maintenance in UK industries has contributed to a £27 billion cumulative deficit in asset investment. (Source: AFIM – UK Mainstream M&R Report 2025)
Without a central Asset Register, preventive planning becomes difficult, and issues are often flagged only after they’ve caused disruption.
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Visibility supports audit, safety, and control
A structured Asset Register helps you:
- Plan and record servicing or inspection schedules
- Clarify ownership and accountability for equipment
- Lay the groundwork for clear audit trails to support ISO and regulatory readiness
- Align asset management practices with standards such as ISO 9001, ISO 45001, ISO 27001, and ISO 22301
Whether you manage IT equipment, calibrated tools, or safety systems, maintaining a register builds resilience and confidence across your teams and auditors alike.
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From list to governance tool
An Asset Register doesn’t need to be complex, but it does need to be structured.
Organisations often begin with a simple spreadsheet. As complexity grows, this evolves into a system of governance, helping you plan servicing, document compliance, and manage physical infrastructure at scale.
Get Started Today
If you’re just getting started or looking to bring structure to an existing asset list, our free template offers a practical starting point.
Complete the short form on the top right of this page to get your downloadable template now.
