Overview #
Asset inspections help your organisation assess the condition, safety, functionality or compliance of its physical assets using a structured inspection process.
With AssetIQ, authorised users can create and assign inspections, complete inspection checklists, record findings and retain an inspection history against the relevant asset.
Inspection results can also help identify defects, maintenance requirements and other issues requiring follow-up.
What is an asset inspection? #
An asset inspection is a structured examination of an asset against defined questions, checks or acceptance criteria.
During an inspection, the inspector reviews the physical asset and records the outcome of each applicable checklist item.
Depending on the inspection type and your organisation’s configuration, the inspector may record:
- Pass or satisfactory results
- Fail or unsatisfactory results
- Yes or no responses
- Measurements or readings
- Observations and comments
- Asset condition
- Identified defects
- Photographs or supporting evidence
- Recommended corrective actions
- Items that are not applicable
- Items requiring further investigation
The available inspection fields, responses and checklists depend on how AssetIQ has been configured for your organisation.
Why conduct asset inspections? #
Regular inspections can help your organisation:
- Identify defects before they become more serious
- Confirm that assets are safe and fit for use
- Monitor asset condition over time
- Support preventive-maintenance activities
- Improve operational reliability
- Provide evidence that required checks were performed
- Assign responsibility for corrective actions
- Maintain a history of inspection findings
- Support internal controls and compliance requirements
- Reduce the risk of equipment failure or unplanned downtime
An inspection provides evidence of the asset’s condition at a particular point in time. It does not guarantee its future condition or replace any specialist certification required by law or organisational policy.
Asset inspection versus asset audit #
Asset inspections and asset audits serve different purposes.
| Process | Primary purpose | Typical question |
|---|---|---|
| Asset inspection | Assess condition, safety, functionality or compliance | Is this asset in an acceptable condition? |
| Asset audit | Verify physical assets against their AssetIQ records | Is this asset present, and does it match the register? |
| Maintenance activity | Perform preventive or corrective work | What work is needed to maintain or repair the asset? |
An inspection may identify information that needs to be corrected in the asset register, but changing master asset information should follow the appropriate authorised process.
Similarly, identifying a defect during an inspection may require a separate fault report, corrective action or work order.
Common types of inspections #
Your organisation can configure inspection types that reflect its assets and operating requirements.
Common examples include:
- Pre-use equipment inspections
- Daily or weekly safety checks
- Vehicle inspections
- Machinery inspections
- Tool and equipment condition checks
- Site or facility inspections
- Electrical-equipment inspections
- Preventive-maintenance inspections
- Handover and return inspections
- Regulatory or compliance inspections
- Post-repair inspections
- Damage assessments
These are examples only. The names and inspection types available in your AssetIQ environment may be different.
See Understand Inspection Types and Checklists for more information.
How the inspection process works #
A typical AssetIQ inspection follows these stages.
1. Select the inspection type #
Choose the inspection type that matches the asset and the purpose of the inspection.
The inspection type may determine which checklist, questions or response options must be completed.
2. Select the asset #
Identify the asset that needs to be inspected.
Confirm that you have selected the correct asset by reviewing its asset number, description, serial number, location or QR code.
3. Create and assign the inspection #
Create the inspection, enter the required information and assign it to the appropriate inspector.
Depending on your organisation’s process, an inspection may also be generated from a schedule or another AssetIQ workflow.
See Create and Assign an Asset Inspection for instructions.
4. Conduct the inspection #
The assigned inspector physically examines the asset and completes the applicable checklist.
Each response should accurately reflect the condition observed at the time of inspection.
See Conduct and Submit an Asset Inspection for step-by-step guidance.
5. Record findings and defects #
If the asset does not meet a checklist requirement, record a clear description of the issue and add supporting evidence where required.
The finding may require maintenance, repair, restricted use or another corrective action.
See Record Inspection Findings and Defects.
6. Submit the inspection #
After completing the checklist, review the recorded responses and submit the inspection.
Submission confirms that the inspection information is ready for review according to your organisation’s process.
7. Review and follow up #
An authorised reviewer may examine the inspection result, assess any failed items and determine what action is required.
Where appropriate, the finding may lead to:
- A maintenance work order
- A repair request
- A fault report
- Another inspection
- Restricted asset use
- Escalation to a responsible manager
- Correction of asset information
- No further action
See Review and Approve Inspection Results and Create Follow-up Actions or Work Orders.
Inspection statuses #
An inspection’s status indicates where it is within the inspection process.
Depending on your AssetIQ configuration, statuses may represent stages such as:
- Draft
- Assigned
- Pending
- In progress
- Submitted
- Completed
- Approved
- Rejected
- Cancelled
- Overdue
Use the exact status names available in your organisation’s AssetIQ environment.
A completed or submitted inspection should not be assumed to mean that all identified defects have been corrected. Review the findings and related follow-up actions separately.
Inspection checklists #
An inspection checklist provides the questions or checks that must be completed during an inspection.
A checklist may contain:
- Sections or groups of related questions
- Mandatory and optional items
- Pass or fail responses
- Yes or no questions
- Multiple-choice responses
- Text observations
- Numeric measurements
- Date or time entries
- Photograph requirements
- Inspector comments
- Failure instructions
The checklist should be appropriate for the selected asset and inspection purpose.
If the checklist is incorrect, incomplete or unsuitable for the asset, contact the inspection creator or AssetIQ administrator before submitting the inspection.
Before you begin #
Before creating or conducting an inspection, make sure that:
- The asset exists in AssetIQ
- You have selected the correct asset
- The appropriate inspection type is available
- The required checklist has been configured
- The inspector has the necessary access and competence
- The inspection purpose and expected completion date are understood
- The asset can be accessed safely
- Any required measuring equipment or supporting documents are available
- The user understands how failed inspection items should be handled
Safety: AssetIQ records inspection information but does not replace your organisation’s safety procedures. Stop the inspection and follow the applicable safety or escalation process if the asset presents an immediate hazard.
Who can manage asset inspections? #
Access to inspection functions depends on the permissions assigned to your AssetIQ role.
Depending on your permissions, you may be able to:
- View inspections
- Create an inspection
- Assign an inspector
- Conduct an inspection
- Complete inspection checklists
- Add comments or photographs
- Record failed items or defects
- Submit an inspection
- Review or approve results
- Create follow-up actions
- View inspection history
- Export inspection information
If an expected function is unavailable, contact your AssetIQ administrator to confirm your role and permissions.
What happens when an inspection fails? #
A failed inspection or checklist item indicates that the asset did not meet the defined requirement at the time of inspection.
When a failure is identified:
- Record the finding accurately.
- Add a clear explanation.
- Attach evidence where required.
- Follow any safety or operational restrictions.
- Submit or escalate the result.
- Initiate the required corrective action.
- Arrange reinspection where necessary.
Do not change a failed result to a passing result simply to complete the inspection.
A failed inspection should not automatically dispose of, deactivate or return an asset to service. Follow your organisation’s authorised process for deciding and recording the asset’s operational status.
Inspection history #
Completed inspections contribute to the history of the inspected asset.
Inspection history can help authorised users understand:
- When inspections were performed
- Which inspection types were completed
- Who conducted each inspection
- What condition was recorded
- Which checklist items failed
- What evidence was provided
- Whether recurring problems exist
- What corrective actions were initiated
Reviewing inspection history can support maintenance planning, operational decisions and compliance activities.
Recommended practices #
For reliable inspection results:
- Select the correct asset and inspection type
- Use a checklist appropriate to the asset
- Inspect the physical asset rather than relying on previous records
- Complete every applicable checklist item
- Record observations at the time of inspection
- Use clear and factual comments
- Photograph significant defects where permitted
- Do not alter results to avoid a failed inspection
- Escalate safety-critical findings immediately
- Create and monitor required corrective actions
- Retain inspection evidence according to organisational policy
- Review recurring findings for broader maintenance or process issues
Next steps #
Continue with the following guides:
