Asset register

Give the team a stable equipment identity for booking and maintenance decisions. The asset record is where a team checks which instrument a booking means. The asset tag, serial number, manufacturer and location make a physical unit recognizable. A name alone may be shared by several instruments, so the team should use the tag and serial number when it decides which unit a researcher will use. The assigned technician gives service work an accountable person.

• Confirm the unit. Use the tag, serial number and location to identify the physical instrument before attaching a reservation.
• Track service state. The coordinator reviews the asset status before accepting new equipment time.
• Keep the assignment. The assigned technician and dated access assignment help the team find who is responsible for the unit.

A location change should not create a second asset. The coordinator updates the existing record and checks future bookings against its new location. When a fault moves it to Maintenance, the service case still refers to that same asset.

Agree the naming and tagging standard before importing equipment. Decide how the team changes an asset from Active to Maintenance, out of service or Retired, and who checks existing bookings when that happens. A commissioned date can help identify older equipment, while a contact phone can give the team a direct service contact if that field is used. Write down the decision owner and rehearse a correction on a linked case. Check who can update the record after the next shift has acted on it.

Take one instrument with an old location and an upcoming reservation. Correct its location, verify the reservation still points to the same asset and then place it in Maintenance for a service case. Ask the coordinator to locate that case from the asset record. After service, inspect its outcome and next due date before putting the instrument back into ordinary use. Have a second person open the linked records and explain the next decision. If the source changes, the Clinical Coordinator checks affected reservations, service work or charges before the next shift acts.

• Active equipment register — Shows the records and status for the named equipment case.
• Assets needing service — Shows the linked work that needs a separate check.

Follow the related operating process and use the data model to inspect the underlying references.