Existing-equipment intake

What this worksheet records

Existing equipment should be recorded before a replacement graphic is specified. Give the asset your own stable ID, even if its manufacturer or model is unknown. Measure the relevant geometry and record which points were measured; a frame's outside size may not describe the graphic attachment. Separate required components from the parts actually present. Photographs and labels can help identify an item, but they should not replace a competent condition or compatibility assessment.

Complete and review it

Use one row per identifiable equipment system and preserve its model revision where known. Record damage in plain language and name the person responsible for assessing it. A matching width and height only create a question about possible compatibility. Ask the equipment provider for the current template, attachment instructions and any applicable constraints. Update the record after inspection or repair, retaining the earlier condition and the evidence that justified a new state.

Field definitions

• asset_id: A stable identifier for this asset, used to connect related rows without merging unrelated records.
• owner: The named person or agreed role responsible for owner; confirm its real scope rather than assuming authority from a typed name.
• make: The actual make relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• model: The actual model relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• revision: The exact revision used for this row; retain earlier versions and revisit affected decisions after a change.
• storage_location: The actual storage location relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• width_mm: The width in millimetres at the stated measurement points; leave unmeasured geometry unknown.
• height_mm: The height in millimetres at the stated measurement points; leave unmeasured geometry unknown.
• graphic_attachment: The actual graphic attachment relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• required_components: The applicable declared component set and required counts for this asset; confirm against current instructions.
• actual_components: The components and counts actually observed, with shortages retained separately.
• condition: The observed condition and relevant inspection scope; this field supplies no competent clearance by itself.
• inspection_date: The actual inspection date, with date format or period meaning explicit; distinguish requested, planned, confirmed and observed values.
• inspector: The named person or agreed role responsible for inspector; confirm its real scope rather than assuming authority from a typed name.
• template_reference: The actual attributable source for template reference; a reference is not evidence that a decision was authenticated or its content verified.
• fit_evidence: The actual fit evidence relevant to this row’s declared purpose. Record the source or unresolved question where it is not confirmed.
• unresolved_constraint: The specific unanswered unresolved constraint that needs an owned response before the relevant next gate can close.

Prepare a deliberate export

This intake can expose equipment ownership and storage locations. Share measurement and compatibility fields with a selected provider when needed; exclude unrelated inventory and private warehouse contacts. The worksheet does not create a shared reservation or a hosted asset register.

Take it to the next job

• Give unfamiliar equipment an honest unknown model description.
• List missing essential parts before planning a dispatch.
• Keep measured geometry separate from confirmed fit and safe use.