How UniAsset Creates Immutable Asset Snapshots

When you report an incident in UniAsset, the system captures a complete snapshot of the asset's state. This document explains what happens technically and why it matters for audits.

What is an Immutable Snapshot?

An immutable snapshot is a frozen copy of all asset data at a specific moment in time. Once created, it cannot be:

• Edited
• Deleted
• Modified in any way

This immutability is what makes the snapshot trustworthy for audits and investigations.

The Snapshot Process

Step 1: Trigger

When a user clicks "Report Incident" on an asset:

User Action → System Trigger → Snapshot Creation

The process begins immediately. No approvals or delays.

Step 2: Data Collection

The system gathers data from multiple sources:

Step 3: Snapshot Creation

All collected data is combined into a single JSON object:

{
  "timestamp": "2026-02-10T14:32:00Z",
  "asset": {
    "id": "abc123",
    "name": "Generator Unit A",
    "serialNumber": "GEN-2021-001",
    "status": "ACTIVE",
    "warrantyStatus": "EXPIRED"
  },
  "assignedUser": {
    "name": "John Smith",
    "email": "john@company.com"
  },
  "lastMaintenance": {
    "title": "Annual Service",
    "date": "2025-08-15",
    "vendor": "MaintenanceCo"
  },
  "documents": [
    {
      "title": "Operating License",
      "type": "LICENSE",
      "expiryDate": "2025-06-30",
      "isExpired": true
    }
  ],
  "recentEvents": []
}

Step 4: Lock and Store

The snapshot is:

1. Stored in the database with the incident record
2. Locked with a flag preventing modification
3. Timestamped with server time (not user device time)
4. Attributed to the reporting user

Why Immutability Matters

Audit Trust

Auditors can trust immutable snapshots because:

• Data cannot be changed after the fact
• Timestamps are server-generated
• User attribution is automatic
• No possibility of "fixing" records

Legal Defensibility

In legal proceedings:

• Evidence integrity is provable
• Chain of custody is clear
• Tampering is impossible
• System-generated vs. human-entered is clear

Insurance Claims

Insurance adjusters accept immutable snapshots because:

• Asset state at incident time is documented
• No post-incident modifications possible
• Clear evidence of maintenance history
• Document validity is frozen

What Happens to Live Data?

After a snapshot is created:

The snapshot preserves history. The live asset continues operating.

Snapshot Contents in Detail

Asset Core Data

- Name
- Serial number
- Current status
- Asset type (Standard/Consumable)
- Manufacturer
- Model
- Vendor
- Purchase cost
- Purchase date
- Warranty expiry date
- Warranty status (Valid/Expired/None)

Assignment at Incident Time

- Assigned user ID, name, email
- Assigned location ID and name
- Department ID and name

This answers: "Who was responsible for this asset when the incident occurred?"

Maintenance State

- Last maintenance record:
  - Title
  - Date
  - Description
  - Vendor
  - Cost
- Next maintenance due date (if scheduled)

This answers: "Was this asset properly maintained before the incident?"

Document Validity

For each document:
- Title
- Document type
- Expiry date
- Whether expired at incident time

This answers: "Were all required documents valid when the incident occurred?"

Recent Activity

Last 10 events:
- Event type (maintenance, status change, assignment, etc.)
- Timestamp
- User who performed action
- Relevant metadata

This answers: "What happened to this asset leading up to the incident?"

Security Considerations

Database Level

• Snapshot field is stored as JSON
• No UPDATE operations permitted on locked incidents
• Database constraints prevent modification

Application Level

• No edit endpoints for snapshot data
• UI does not allow snapshot modification
• API rejects any snapshot change requests

Audit Trail

• All incident actions are logged
• Investigation notes are timestamped
• User attribution is automatic

Accessing Snapshot Data

In the Dashboard

1. Go to Incidents in the navigation
2. Click on an incident
3. View the Immutable Asset Snapshot section
4. Browse tabs: Asset Info, Assignment, Maintenance, Documents, Timeline

Evidence Pack Export

1. Open the incident detail page
2. Click Export Evidence Pack
3. Receive a printable/PDF-ready report containing:
   • Incident summary
   • Complete snapshot data
   • Maintenance history
   • Investigation notes
   • System-generated timestamp

Common Questions

Can administrators modify snapshots?

No. Even administrators cannot modify snapshot data. This is by design to ensure trust.

What if the original data was wrong?

The snapshot captures what was in the system at incident time. If the original data was incorrect, that's what the snapshot shows. Investigation notes can document corrections.

How long are snapshots retained?

Snapshots are retained as long as your account exists. They are never automatically deleted.

Can I compare snapshot to current state?

Yes. The incident detail page shows both the snapshot (frozen state) and allows navigation to the current asset (live state).

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