We organize your company's fixed assets from a physical, documentary, accounting and technical perspective: inventory, QR tagging, record reconciliation, revaluation when applicable and a digital base for ongoing control.
Over time, inventories, documents and accounting records can drift away from physical reality. The project reconnects those pieces to build a usable asset base.
There's no certainty about which assets are still in use, where they are or who they're assigned to.
There are physical assets not recorded, or accounting records for assets that can't be located.
Invoices, photos and background are in different folders or hard to rebuild.
Additions, disposals, transfers, custodians and status changes aren't tracked on a common base.
The scope is defined by the company's situation and the project objective. These are the confirmed core components of the service.
We identify the assets, their location, area or custodian, visible condition and relevant photographic evidence.
We assign codes and physical tags that make each asset easy to identify and link it to its digital information.
We review and organize the available documentation linked to the assets included in the scope.
We match the physical survey against accounting records to identify differences, missing items and inconsistencies.
We analyze the need to update values and coordinate external specialists or appraisers for assets that require specific technical judgment.
We consolidate the information into an asset base and, when in scope, prepare the corresponding accounting adjustment proposal.
The sequence takes you from scattered information to a validated base the company can keep using after the project.
We understand asset types, locations, existing records, documentation and the objective of the work.
We define the assets, information to collect, documentation to review and need for specialists.
We survey the assets in the field and record the information needed to build the base.
We code and physically tag assets to make later lookup and control easier.
We match documents and accounting records against what was physically found.
We carry out the corresponding analysis and coordinate external specialists when the asset requires it.
We consolidate codes, location, evidence, documentary information and analysis results.
We review findings with the client and deliver the base, reports and agreed recommendations.
The initial diagnosis defines which components are needed and which depend on the asset type, project objective or the control system the company wants to keep.
The digital base organizes each asset and its evidence. SharePoint can be added as an optional complement, especially when the company already works with Microsoft 365.
| Component | Practical use |
|---|---|
| Code / QR | Consistently identifies each surveyed asset. |
| Location and custodian | Shows where the asset is and who uses or holds it. |
| Condition and evidence | Keeps photos and observations from the survey. |
| Documentation | Links the available support to the corresponding asset. |
| Accounting information | Eases cross-checking with records and identifying differences. |
| Valuation, if applicable | Incorporates the results of the technical analysis defined in the scope. |
If the company requires it, control can continue after the initial project through updates on additions, disposals, transfers, custodians, documentation or photos.
Final deliverables depend on the contracted scope, available information and the type of assets included.
OTIUM carries out and documents the agreed work; the company provides access, records and contacts to validate the information.
Court appraisals, valuations with specific legal or regulatory effects, specialized technical certifications, legal regularization of ownership, procedures with public bodies, repairs, physical maintenance or custom system development are not automatically part of this service.
The value isn't just in counting assets. It's in linking each physical asset with its evidence, its record and the information needed to manage it.
Before quoting the project, we review the asset universe, their locations, the level of available information and the company's goal. On that basis we define a clear technical and operational scope.
Based on this review we define the methodology, owners, deliverables and way of working for the project.
