Asset Management

Guidance for tracking station records, maintenance history, components, and inventory across a 3D-PAWS network.

Operating a network of 3D-PAWS stations requires more than installing hardware in the field. Long-term reliability and data quality depend on keeping organized records of station deployments, maintenance activities, sensor replacements, and system components.

An asset management system helps track this information and supports efficient operation of a monitoring network.

Asset management systems do not need to be complex. Many networks successfully manage stations using spreadsheets, shared folders, or simple databases. The most important factors are consistent record keeping and linking information to each station.

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Key Elements of an Asset Management System

A practical asset management system should track the following information.

Station Registry

The station registry is the master list of all stations in the network.

Typical information includes:

• Station ID

• Station name

• Location (latitude, longitude, elevation)

• Installation date

• Station status

• Data logger type

• Communications type

• Links to documentation

The station ID should be used consistently across all records.

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Maintenance Records

Maintenance logs document service visits and repairs.

Typical records include:

• service date

• technician or organization

• issues observed

• actions taken

• components replaced

A maintenance history helps identify recurring problems and supports troubleshooting.

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Sensor and Component Tracking

Sensors and mechanical components have limited service lifetimes and may be replaced periodically.

Components commonly tracked include:

• temperature and humidity sensors

• pressure sensors

• wind sensors

• rain gauges

• air quality sensors

• batteries

• data loggers

Recording installation and replacement dates helps support lifecycle planning and maintain data quality.

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Parts Inventory

A parts inventory tracks spare components used for maintenance and repairs.

Common inventory items include:

• sensors

• cables and connectors

• batteries

• data loggers

• mechanical assemblies

Maintaining spare parts helps reduce downtime when stations require repair.

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Calibration Records

Some instruments require calibration or verification.

Examples include:

• rain gauge calibration

• distance sensor reference measurements

• sensor verification checks

Calibration records should include the date, method used, and technician performing the work.

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Station Documentation

Each station should have associated documentation such as:

• station metadata form

• installation checklist

• site photos

• maintenance notes

• calibration records

These records provide the operational history of the station.

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Minimum Information for Each Station Record

Each station should have a record containing basic operational information.

Station Identification

• Station ID

• Station name

• Project or network name

• Station type

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Location

• Latitude

• Longitude

• Elevation

• Datum

• Site description or nearest landmark

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Installation Details

• Installation date

• Installation technicians or organization

• Site access notes

• Links to station photos

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Site Access and Point of Contact

Station records should include contact information for both the site owner and the network operator.

Typical fields include:

• site contact name or organization

• phone number and email

• network operator or technical contact

Maintaining contact information helps coordinate maintenance visits and resolve site access issues.

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System Configuration

• Data logger type

• Device ID or serial number

• Communications type

• Power system type

• Sensors installed

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Operational Status

Typical station status categories include:

• Active

• Offline

• Maintenance Required

• Under Repair

• Decommissioned

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Maintenance and Calibration History

Station records should link to:

• maintenance logs

• sensor replacement records

• calibration records

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Station Risk Notes

Recording site-specific risks helps support long-term maintenance planning.

Examples include:

• flooding risk

• wildlife interference

• vandalism or public access

• vegetation growth

• snow or ice accumulation

• salt spray or corrosive environments

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Example Station Record Layout

The example below illustrates how a station record might appear in a spreadsheet or database.

Field	Example
Station ID	PAWS-CO-001
Station Name	Boulder Creek Station
Latitude	40.0150
Longitude	-105.2705
Elevation	1625 m
Install Date	2025-06-12
Status	Active
Site Contact	Boulder County Parks
Technical Contact	NCAR / COMET
Data Logger	Particle Boron
Communications	Cellular
Power System	Solar + Battery
Sensors	Rain Gauge, Wind, Radiation Shield
Last Maintenance	2026-02-18
Station Risks	Seasonal flooding
Station Folder	/Stations/PAWS-CO-001

This type of record provides a clear reference for the deployment, configuration, and operational status of each station in the network.