It happens more often than you'd think. A building owner decides to get competitive quotes on their fire protection services. They ask their current provider for a copy of the asset register. And then... nothing.
The Data Hostage Problem
Some providers hand over records promptly and professionally. Others drag their feet. And a few refuse outright, arguing the records are "their intellectual property" because they created them.
Meanwhile, you need that data to give prospective providers an accurate picture of your building. Without it, they're quoting blind — which usually means higher prices to cover the unknown.
The Simple Solution
Maintain your own independent asset register. Not instead of your provider's records — alongside them.
With your own register:
It's Not About Distrust
Most service providers do excellent work. Having your own register isn't about distrusting them — it's about good governance. Just as you wouldn't let your accountant be the only person with access to your financial records, you shouldn't let your service provider be the only one holding your compliance data.
Prevention, Not Cure
The best time to start an independent register is before you need it. Build it now, keep it current, and when the time comes to change providers — or simply prove compliance during an audit — you're ready.