Asset registers & lifecycle planning

Know what you have. Plan what comes next.

Provenance captures, structures and maintains workplace technology asset information, helping organisations manage relocations, plan investment, extend equipment life and make informed replacement decisions.

Discuss your asset register Explore our services

One dependable source of truth

Your workplace technology should be easy to find, understand and plan for.

Asset information often sits across spreadsheets, service records, floor plans and the knowledge of a few experienced people. When information is incomplete, even a simple move, replacement or budget decision can become harder than it needs to be.

Provenance identifies what is in place, verifies the information that matters and structures it into a practical workplace technology asset register. The result is a dependable starting point for daily decisions and longer-term planning.

See what technology you have and where it is located.
Understand condition, risk and remaining useful life.
Plan reuse, relocation and replacement with better evidence.

A useful register answers practical questions.

What equipment do we currently own?
Where is each asset located?
What can be retained or reused?
Which assets need attention next?
What should we allow for in future budgets?

What we capture

The information needed to make the register useful.

The scope is tailored to the project, but the objective stays the same: collect enough reliable information to support action without creating an unnecessarily complicated database.

Identifiable records

Asset ID, manufacturer, model, serial number and other agreed identifying information.

Location and ownership

A structured view of the client, site, floor, room and responsible business area.

Condition and lifecycle

Recorded condition, lifecycle status, risks and indicative replacement requirements.

Photographic evidence

Relevant photographs that make equipment easier to verify and understand later.

Recommended action

A practical recommendation to retain, reuse, relocate, replace, dispose or assess further.

Useful reporting

Clear information that supports relocation planning, budgeting, procurement and ongoing management.

Initial asset register

A verified starting point for smarter technology decisions.

A Provenance technician records the agreed workplace technology assets using our purpose-built capture application. Depending on the information available, the register can include asset identity, location, condition, installation or purchase date, warranty status, expected useful life and relevant photographs.

This gives your organisation a reliable view of what it owns, where each asset is located, what condition it is in and when it may need attention. With better evidence, businesses can extend the life of suitable equipment, avoid unnecessary replacement, reduce unexpected costs and plan future workplace technology procurement budgets more accurately.

Know what technology you own and where it is located.
Understand condition, warranty status and expected remaining life.
Identify opportunities to retain, reuse, repair or redeploy equipment.
Forecast replacement requirements and procurement budgets.
Reduce unplanned expenditure and premature replacement.

Lifecycle planning

Turn asset data into a practical plan.

A register becomes valuable when it informs decisions. Provenance reviews the available evidence and assigns practical recommendations that help workplace, IT, facilities and finance teams understand what should happen next.

Retain: Keep the asset in its current role.
Reuse: Extend value in another suitable application.
Relocate: Move the asset as part of workplace change.
Replace: Plan renewal based on need, risk and timing.
Dispose: Remove through an appropriate responsible pathway.
Further assessment: Investigate where more evidence is required.

Ongoing lifecycle management

Choose the level of management that suits your estate.

The initial register creates the verified baseline. From there, Provenance can maintain the information, physically verify assets and help your organisation plan technology change before it becomes an urgent replacement problem.

Initial Asset Capture & Registry Setup

A one-off onsite capture establishes the register, records the agreed asset information, applies asset identification where required and provides the initial condition and lifecycle view. Pricing scales with the number of rooms, assets and site complexity.

From $2,500 per site. Approximately $200 per room as a planning guide.

Foundation

From $500 per month | $6,000 per year.

Keep the register dependable and maintain a clear view of near-term technology risk.

Hosted and maintained asset registry.
QR asset identification and change notifications.
Business-as-usual register updates.
Annual physical verification.
Annual condition review.
12-month lifecycle outlook.
End-of-life and support-status flags.
Annual report and review meeting.

Recommended

Managed

From $1,250 per month | $15,000 per year.

Active lifecycle management for organisations that want better visibility of future replacements, budgets and opportunities to reuse existing technology.

Everything in Foundation.
Six-monthly physical verification.
Ongoing lifecycle management.
Warranty and support tracking.
Moves, additions and change history.
Reuse and redeployment recommendations.
Redundant asset identification.
24–36 month replacement forecast.
Forward budget planning.
Six-monthly reporting and review.

Strategic

Tailored for multi-site and complex estates.

A higher-touch service for organisations that want lifecycle data connected to broader workplace technology strategy, governance and investment planning.

Everything in Managed.
Multi-site asset and lifecycle governance.
Long-range refresh and investment planning.
Technology standardisation recommendations.
Procurement and deployment planning.
Asset reuse, buyback and disposal strategy.
Executive-level reporting and planning reviews.
Service scope tailored to estate requirements.

Indicative pricing is provided as a guide. Final scope and pricing depend on estate size, asset volumes, geography, review frequency and the level of reporting and lifecycle management required.

Ongoing register updates

Included with ongoing management

A simple way to tell us when something changes.

Once the register has been established, QR asset identification can give workplace teams a simple way to advise Provenance when equipment is relocated, removed or otherwise changed. Provenance reviews the update before amending the register, helping keep the information useful between scheduled physical reviews.

Step 1

Scan the QR label

If an asset may be relocated or removed, a staff member can scan its label using an ordinary phone. The QR code opens the update form for the correct asset record.

Step 2

Tell us what is changing

The staff member selects the proposed action, provides the new location or any relevant notes, and submits the request to Provenance for review.

Provenance reviews before records change

We confirm the outcome before updating the register, helping protect the quality and reliability of the information over time.

Business outcomes

Less uncertainty. Better use of every technology dollar.

Clear asset information supports more confident workplace decisions before, during and long after a relocation or technology upgrade.

Clearer investment priorities

Understand which assets require attention now and which can continue delivering value.

More reuse, less waste

Identify equipment that can be retained or relocated before unnecessary replacement is approved.

Better relocation planning

Give project teams a verified starting point for decommissioning, reuse and new-office deployment.

More dependable records

Create a practical information base for support, budgeting, procurement and lifecycle reviews.

A defined technology scope

Built around the assets that support your workplace.

The register can be shaped around the workplace technology categories relevant to the organisation and project. Existing records are used where practical, then verified and strengthened where information is missing.

Meeting room and boardroom technology.
Displays and digital signage.
Cameras, microphones and collaboration devices.
Network and communications equipment.
Technology racks and supporting hardware.
Other agreed workplace technology assets.

Frequently asked questions

Useful answers before you begin.

What types of assets can be included?

The scope can include meeting room systems, displays, digital signage, cameras, microphones, networking equipment, racks and other agreed workplace technology. We define the categories before capture begins.

Can existing spreadsheets and asset records be used?

Yes. Existing spreadsheets, procurement records, service data and floor plans can provide a useful starting point. We review the information and verify or strengthen it where required.

Do staff have to use the QR labels?

No. Staff do not have to scan QR labels for the register to remain useful. The labels simply provide an easy way to advise Provenance of a relocation, removal or other change so the register can be reviewed and updated.

Is an asset register only useful during an office relocation?

No. Office relocations are a valuable time to establish or verify the register, but the information also supports budgeting, lifecycle reviews, technology upgrades, reuse decisions and ongoing operations.

How often should the register be reviewed?

Material changes should be recorded as they occur. Foundation includes annual physical verification, while Managed includes six-monthly verification and a longer lifecycle outlook. Strategic review frequency is tailored to larger or more complex estates.

Start with a clearer view

Bring your workplace technology assets into focus.

Talk to Provenance about creating a dependable asset register and a practical lifecycle plan for your workplace technology.