“So, should I be dealing with the windfall or not?….”
That was the question that initiated the chain of events inspiring this week’s Day in the Life post.
It started with a tree survey on a patch of land in Scotland. The survey noted several ‘windfalls’ (trees blown over by the wind) that needed clearing. However, there was a catch: there was a local ‘gut feel’ that the land wasn’t actually ours to clear.
Before I continue, we can all agree that data is an asset, or at least, I hope we do. But do we appreciate the breadth of data required for a large estate to function? More importantly, do we have the mechanisms in place to maintain that data just as we would a physical asset? Ponder those questions as you read on.
The Ghost in the Machine
How can you be conducting surveys on land you aren’t responsible for? The honest answer is that it’s easy when you’re dealing with an estate as vast and as old as this one. This estate has seen many transitions, both physically and metaphorically. The most extreme was the shift from a paper-based administration to a fully digitised one.
On a macro level, digitisation is an efficiency win. But look deeper, and you realise that the “Great Transcription”, the move from paper to digital, is where most of our data issues lie. In this instance, the land underwent a change of ownership in the early 2000s, prior to full digitisation. The land was a mixture of sales and leases; we disposed of some parts entirely and issued leases on the rest.
When the digital system was populated, not all records were properly transcribed. This error went unchallenged for nearly 20 years. Because the land had passed through different providers over two decades, local knowledge had been diluted until only a fragment of a “rumour” remained, a rumour the digital system could neither support nor deny.
The High Cost of Poor Data
In reality, the lease had been terminated years ago. A process error, combined with insufficient data controls, meant the mapping systems were never updated. This issue compounded year after year.
The problem is ongoing and will take weeks to unpick. It will require a recall of deeds and other legal documents for representatives to fully understand the “who, what, and when.” Only then will I permit the systems to be corrected. Jumping into a “fix” without fully understanding the missing parts often makes the confusion worse, yet it’s amazing how often I see organisations do exactly that.
The DIKW Pyramid: Why this matters
What has this got to do with Asset Management? It comes down to the DIKW Pyramid: Data, Information, Knowledge, and Wisdom.
For a deeper academic dive, [University of Nebraska’s guide to data maturity] is excellent. But for now, the basics:
Each layer matures the data you hold until you reach the pinnacle: Wisdom. Without a solid Data layer, you cannot generate accurate Information. Without Information, you can’t gain Knowledge. And without Knowledge, you cannot extract the Wisdom required to make informed, “wise” strategic decisions.
In this case, the Data layer failed. This meant the Information (the map) was wrong, which destroyed our Knowledge of the estate and prevented a Wise decision regarding the operational work.
| DIKW Layer | Real-World Failure (The Windfall Case) | The Asset Management Fix |
|---|---|---|
| Data | Missing lease termination records. | Robust digital transcription controls. |
| Information | Incorrect digital mapping (The “Ghost”). | Regular reconciliation with legal deeds. |
| Knowledge | Local “rumours” vs. the system. | Centralized “Truth” in a Common Data Environment. |
| Wisdom | Indecision on clearing the land. | Data-driven strategic decision-making. |
The Takeaway
Is this “pure” asset management? Perhaps it sits closer to estate management, but it is a brilliant example of the “grey area” every Asset Manager inhabits.
These queries are often the primary blocker to genuine cultural change because they drive mistrust in the system. By actively resolving these issues and correcting the data layer, we build the foundations, brick by brick, of what will eventually become a true Asset Management System.
So, next time you’re asked an ‘odd question’ by the ops team, don’t shrug it off. Take a moment to think: Does this query demonstrate a failure in our system?
What are your views on Data as an asset? Have you struggled with the transition from paper to digital?
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