Asset Data Structure & Certifications

FreeMaint structures every asset around the data maintenance and reliability teams actually need — built to align with ISO 14224 (equipment taxonomy) and ISO 55000 (asset lifecycle). This article maps that structure and shows how to track compliance certificates and statutory tests with automatic expiry alerts.

How asset data is organised

• Identification — name, reference, asset tag / barcode, QR code, type (category)
• Location — country, site, plant, building, floor, zone via the location hierarchy
• Technical — manufacturer / brand, model, serial number, power / rating
• Structure — parent asset & components (sub-assets), criticality A / B / C
• Maintenance status — operational status, operating hours, work order & PM history
• Cost — acquisition cost, warranty, purchase date
• Responsibility — assigned technicians, teams, and vendors / suppliers
• Documentation — manuals, drawings, photos, and certificates

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Certifications & Testing

Track statutory and compliance tests on your equipment: load tests on lifting gear (LOLER), pressure tests on vessels (PED), periodic electrical testing, lifting examinations, calibration, thermography, and more. Each certificate records its number, issuing authority, issue and expiry dates, and pass / fail result.

Adding a certification

1. Open the asset detail page
2. Go to the Certifications tab
3. Click 'Add certification'
4. Choose the test type and result
5. Enter the issue and expiry dates, issuing authority, and certificate number
6. Optionally attach the certificate scan or PDF, then Save

Compliance status & expiry alerts

• Each certificate shows a live compliance status — Valid, Expiring soon, or Expired — based on its expiry date and result
• FreeMaint automatically alerts your admins and managers 30, 15, and 7 days before a certificate expires
• Expired and expiring certificates are highlighted on the asset's Certifications tab