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Inventory of assets in municipalities

Inventory of assets in municipalities

Cities and municipalities, in order to be able to participate in the Smart City concept, must carry out actions that favour the efficiency of the urban resources they manage. And it is precisely in this challenge that the inventory of municipal assets takes on special relevance.

But let’s start at the beginning, defining what these public inventories are and what exactly they consist of. They are a basic and essential instrument for the correct functioning of any local administration and in which the different assets and properties that form part of the municipal patrimony of a given municipality are accounted for.

However, it is vitally important that these inventories are kept up to date, in order to be able to control the municipality’s assets, to manage them properly and to defend the assets that make up the municipality in the event of any conflict that may arise.

Moreover, it is a legal obligation that requires a multidisciplinary team of professionals such as GIS technicians, draughtsmen and experts in real estate appraisal and administrative property law.

City Inventory

Inventory of municipal movable and immovable property

It is in this inventory work that attention is paid to two distinct typologies: movable assets, that is, furniture that can be easily moved from one place to another, such as municipal vehicles, IT elements, decoration, etc., and immovable assets, also known as real estate, that is, property that is inseparably linked to the land and that cannot be separated from the ground without causing damage, including plots of land, warehouses and other municipal buildings.

What is involved in the inventory work carried out on both the movable and immovable assets that make up the municipality’s assets?

First of all, there is a preliminary phase of information gathering, which consists of collecting, analysing and processing all the documentation that the council has on the different municipal assets. The information is then sorted and validated, digitally processed on the same platform, in order to contrast and compare the different documents, as well as to create a file for each property inventoried, which includes all the information collected on that property and a list of the documents that support this information.

Data in the municipal real estate inventory

It is also in the next phase that the arduous task of checking and validating the information takes place, but how? Not only through regular meetings with the city council, but also through the physical inspection of the different elements that make up the inventory of street furniture, such as benches, litter bins, street lights, fountains, signage, etc., the measurements and condition of roads, plots and buildings that make up the municipal real estate inventory, as well as the determination of their location and usefulness, etc.

A process that culminates with the presentation to the local authority of a provisional inventory containing those issues or incidents to be resolved, and after a period of review, it is replaced by the delivery of the definitive inventory.

What role do Geographic Information Systems play in this work? All of this is, in the end, an exhaustive compilation and analysis of the different assets that make up the municipality, assets governed by an undeniably spatial component, and it is precisely in the geographic location where the efforts of Fisotec’s team of technicians stand out.

Map of Castilleja de la Cuesta

This is the case, for example, of Castilleja de la Cuesta, a Spanish municipality located in the Aljarafe region, in the province of Seville. It was in 2019 when Fisotec was awarded the contract «Consultancy and technical assistance services for the preparation of a municipal inventory of assets and rights of the Castilleja de la Cuesta Town Council».

What did our work consist of? The inventory of municipal real estate was carried out in accordance with current legislation in accordance with the provisions of Law 7/1985, Law 33/2003 of 3 November on the Assets of Public Administrations, Law 7/1999 on the Assets of Local Entities of Andalusia, Decree 18/2006 of 24 January, which approves the Regulations of the Assets of Local Entities of Andalusia, and in addition to the R. D. 1372/1986 of 13 December 1986 on the Assets of Local Entities of Andalusia, and with a supplementary character. D. 1372/1986 of 13 June 1986, approving the Regulations of Property of Local Entities, and with regard to public land assets, Law 7/2002 of Urban Planning of Andalusia.

The aim of these actions was to move from a manual inventory in .xlsx or .dwg files to more advanced solutions, and which entailed a series of advantages for the municipality as a whole, such as the revision of its previous inventory and the updating of the data that make up the infrastructures and urban assets and the integration of all the documentation in an open source GIS tool that allows the textual and geographical visualisation of all the properties in the town.

Inventory of Castilleja de la Cuesta

GIS SMART UNIC

Taking steps forward, to offer Public Administrations accurate and quality data, which favour municipal property inventories in accordance with current legislation, in Fisotec we have developed a new and effective tool, GIS SMART UNIC, a free GIS software, which allows to capture and manage in a simple and intuitive way geographic data of any type of entity located in urban environments, without the need for technical knowledge. In short, a GIS for users who do not know about GIS.

Fisotec GIS SMART UNIC home screen

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