Preparing for Audits After an Asset Failure

When critical assets fail, audits follow. Whether from regulators, insurers, or internal review boards, you'll need to prove what you knew and when. This guide covers best practices for using UniAsset to prepare for post-incident audits.

The Audit Challenge

After an asset failure, auditors ask three key questions:

1. What was the asset's state when it failed?
2. Was it properly maintained?
3. Were all required documents valid?

Without proper systems, answering these questions requires digging through email threads, physical files, and memory. With UniAsset's Incident Mode, you have documented answers immediately.

The Golden Rule: Report Early

Report the incident as soon as it occurs, before any changes are made to asset records.

Why? Because the snapshot captures the asset's state at the moment of reporting. If you update records first (even with correct information), the snapshot shows the updated state, not the original.

Right Way

Asset Fails → Report Incident → Snapshot Created → Update Records

Wrong Way

Asset Fails → Update Records → Report Incident (snapshot shows updated data)

Building a Strong Audit Trail

Step 1: Report the Incident Immediately

When an asset fails:

1. Open the asset in UniAsset
2. Click Report Incident
3. Fill in:
   • Title: Be specific (e.g., "Pump failure during overnight operation")
   • Severity: Match your organization's severity matrix
   • Description: Initial observations only—details come later

Step 2: Add Investigation Notes

As you investigate, document findings in the incident's Investigation Notes:

• What you observed
• Who you interviewed
• Physical evidence found
• Root cause analysis progress

Each note is timestamped and attributed to the user who added it.

Example Notes Timeline:

Step 3: Link Supporting Documents

If you have additional evidence (photos, external reports, vendor communications):

1. Upload them as documents on the asset
2. Reference them in investigation notes
3. They become part of the evidence trail

Step 4: Update Status as Investigation Progresses

Move the incident through statuses:

Each status change is logged with timestamp and user.

The Evidence Pack

When auditors arrive, export an Evidence Pack:

1. Open the incident detail page
2. Click Export Evidence Pack
3. Print or save as PDF

Evidence Pack Contents

The evidence pack includes:

Incident Summary

• Incident ID
• Incident title
• Severity level
• Status and timeline
• Reported by (with timestamp)
• Resolved by (if applicable)

Immutable Asset Snapshot

• Complete asset data at incident time
• Assignment information
• Category and configuration
• Purchase and warranty data

Maintenance History

• Last maintenance performed
• Upcoming scheduled maintenance
• Maintenance vendor information
• Costs

Document Validity

• All associated documents
• Expiry dates
• Status at incident time (valid/expired)

Investigation Notes

• All notes in chronological order
• User attribution
• Timestamps

System Certification

• Statement that data is immutable
• Timestamp of export
• System-generated (not user-modifiable)

Handling Different Audit Types

Regulatory Audits

Regulators (FAA, OSHA, EPA, etc.) want to see:

• Compliance with maintenance schedules
• Valid certifications and licenses
• Clear chain of custody
• Documented procedures

How UniAsset Helps:

• Snapshot proves document validity at incident time
• Maintenance history shows compliance pattern
• Investigation notes document your response
• All data is system-generated (not manually created)

Insurance Investigations

Insurance adjusters want to know:

• Whether failure resulted from negligence
• Asset value at time of failure
• Maintenance history
• Whether coverage terms were met

How UniAsset Helps:

• Purchase cost and date documented in snapshot
• Maintenance records prove proper care
• Document validity shows compliance with policy terms
• Warranty status is captured

Internal Reviews

Your own leadership and safety teams want:

• Root cause analysis
• Future prevention measures
• Training opportunities
• Process improvements

How UniAsset Helps:

• Investigation notes capture full analysis
• Timeline shows response speed
• Snapshot identifies contributing factors
• Historical data supports process changes

Common Audit Questions and Answers

"Show me the asset's maintenance history before the failure."

Answer: The evidence pack includes last maintenance record at incident time. Navigate to the asset for complete history.

"Was this asset's operating license valid?"

Answer: The snapshot's Documents section shows all documents and their expiry status at the exact moment of the incident.

"Who was responsible for this asset?"

Answer: The snapshot's Assignment section shows the assigned user, location, and department when the incident occurred.

"When was this incident reported, and by whom?"

Answer: The incident record shows reporting user, timestamp, and the immutable snapshot captures the exact state at that moment.

"How do I know this data wasn't changed after the fact?"

Answer: Snapshots are immutable. Once created, they cannot be modified—even by administrators. The system architecture prevents any changes.

Best Practices Checklist

Before an incident:

• ☐ Keep asset records current
• ☐ Maintain up-to-date maintenance logs
• ☐ Upload all relevant documents with correct expiry dates
• ☐ Ensure assignments reflect reality
• ☐ Train staff on incident reporting procedures

During an incident:

• ☐ Report immediately—before any record changes
• ☐ Assign appropriate severity
• ☐ Add clear, factual investigation notes
• ☐ Update status as investigation progresses
• ☐ Document all findings, even negative ones

For the audit:

• ☐ Export evidence pack
• ☐ Review for completeness
• ☐ Have IT confirm system immutability if asked
• ☐ Prepare supporting documents not in system
• ☐ Designate spokesperson for audit questions

Frequently Asked Questions

How far back can I access incident data?

Incidents are retained for the life of your account. There is no automatic deletion.

Can I add notes after the incident is closed?

Yes, but closed incidents clearly show that notes were added after closure. This maintains transparency.

What if I need to correct information?

Add a correction note to the investigation notes. Never attempt to modify the snapshot (it's not possible anyway).

Can I share the evidence pack with external parties?

Yes. The evidence pack is a standalone document suitable for sharing with regulators, insurers, and legal counsel.

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