CASE STUDY: Asset Management
Project Background
A privately owned firm with a longstanding history in property management in the United States has been under the ownership of a single family for over a century.
To oversee the company’s archives, which encompass floor plans, artwork, legal documents, news articles, and personal memorabilia, the firm has employed a librarian. Given the substantial volume of content, there is a growing need for a comprehensive system to assist in its management of the assets.
CHALLENGES:
Assets possess unique characteristics based on their type, which complicates the grouping and categorisation into a single library system. These assets may be stored in various physical libraries (storage locations) across the country or even electronically. Tracking the whereabouts of these assets is challenging, especially given the vast number of physical locations, making it difficult to locate an asset even after it has been marked as “found.”
Additionally, before a document can be disposed of, the document owner must provide approval. Currently, this process is manual, resulting in significant time and effort being expended.
SOLUTIONS:
Enhanced Asset List: Multiple content types have been added to the Asset List, enabling users to select the most relevant asset type and capture pertinent details. All assets are stored in a single list to improve search functionality, especially with the dynamic search option.
Cataloguing Process: When cataloguing an asset, its storage location, bin number, and asset notes are used for precise location tracking. Users can also attach files to facilitate the digitisation of fragile plans and archived documents.
Automated Disposal Process: The document disposal process has been automated. When a disposal request is initiated, the record owner receives an email notification to review and approve or reject the request. Approved items are flagged for removal by the librarian.
The Result
Librarians can now easily look up assets, including their details and physical or electronic locations.
The ability to search and filter by location, type, or keywords enhances information access speed.
The ability to attach digital copies to assets, combined with SharePoint’s sharing functions, makes information easier to obtain and share with relevant parties.