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Asset Tracking Challenges in Oil & Gas Projects
Mar 12, 2025
Oil & gas projects operate in high-risk, high-cost environments where tools, equipment, and mobile assets move constantly between sites. Without accurate tracking, teams face delays, lost assets, safety issues, and spiralling project costs.
This article helps operations leaders, HSE teams, asset custodians, and project managers understand the core challenges—and how modern tracking systems resolve them.
Key Asset Tracking Challenges in Oil & Gas Projects
Complex Field Environments and Harsh Conditions
Oil & gas sites—whether offshore rigs, refineries, or remote onshore pipelines—operate under harsh conditions. Dust, vibration, moisture, and extreme temperatures affect both equipment lifespan and the tools used to track them.
Why this is a challenge
Labels deteriorate quickly.
Devices cannot always rely on stable power or internet.
Workers often operate under time pressure, increasing human error.
Summary: Environmental factors make consistent tracking difficult without rugged, flexible systems.
Constant Movement of Tools and Equipment
Field technicians frequently move tools between wells, rigs, workshops, and vehicles. This creates blind spots when relying on manual spreadsheets or sign-out sheets.
Problems caused
Assets “go missing” between job sites.
Tools stay in utes longer than intended.
Shared equipment becomes hard to locate quickly.
Project delays occur due to unavailability of critical tools.
Technical term:
Asset utilisation – a measure of how often assets are actively used vs. idle or unavailable.
Summary: High movement + limited visibility leads to low utilisation and increased replacement costs.
Human Error in Manual Processes
Even highly trained teams struggle with manual tracking workflows.
Common failure points
Forgetting to record check-outs
Relying on paper logs that degrade in the field
Inconsistent data entry (nicknames, abbreviations, missing serials)
No centralised view of asset condition or history
Summary: Manual processes break down under time pressure and dispersed teams.
Lack of Condition Reporting and Maintenance Visibility
Oil & gas projects rely on well-maintained tools to ensure safety and regulatory compliance.
When condition tracking is poor
Damaged tools return to service without inspection
Maintenance schedules are missed
Operators unknowingly use unsafe equipment
Root-cause investigations become harder
Technical term:
Condition report – a structured inspection capturing asset status, photos, notes, and required follow-up actions.Summary: Without clear condition reporting, risk increases and downtime becomes unpredictable.
Remote Worksites and Connectivity Gaps
Many projects operate in areas with intermittent connectivity.
Why this matters
Teams cannot rely on cloud access for every check-in/out
Offline tracking methods become inconsistent
Reconciliation must happen later, often inaccurately
Summary: Connectivity barriers create data gaps unless systems are designed for mobile, offline-capable use.
Limited Accountability and Auditability
Oil & gas organisations must prove compliance, verify tool custody, and maintain strong audit trails.
Gaps in traditional systems
No reliable history of who used what
Photos and conditions are rarely recorded
Investigations take hours or days
Safety audits become time-consuming
Summary: Without a clear chain of custody, accountability suffers—and so does safety.
Practical Example: A Remote Pipeline Inspection Crew
A maintenance crew travels 150 km to a remote pipeline section. Three impact wrenches, two gas detectors, and a specialised torque tool are assigned to different technicians.
Typical issues faced:
One tool is left in a ute overnight at another site.
A gas detector shows a fault, but no condition report is filed.
The next crew arrives assuming all tools are available and functional—only to discover missing equipment.
Outcome: Delayed work, increased costs, and safety exposure.
How MapTrack Helps Solve These Challenges
MapTrack is purpose-built for field-heavy industries like oil & gas—where mobile assets, remote teams, and safety-critical tools demand reliable tracking.
Fast Check-In/Check-Out
Reduce human error with mobile-friendly assignments, barcode scanning, and photo-based records. Technicians can quickly confirm tool custody with a tap.
Clear Accountability With Photos, Locations & Conditions
Every assignment includes:
Who has the asset
When it was taken
Where it is
Photos and current condition
This forms a real audit trail for safety and compliance.
Condition Reports & Checklists
Capture field inspections easily using mobile forms. Teams can report issues, attach photos, and trigger maintenance actions.
Smart Lock Integrations
Secure high-value tools and only grant access to approved personnel. This greatly reduces loss, misuse, and unauthorised access.
Designed for Harsh, Remote Environments
MapTrack supports barcode scanning, offline operation, and durable workflows suitable for oil & gas field conditions.
Mobile-First for Maximum Adoption
Technicians can track assets directly from their phones—no spreadsheets, no laptops, no friction.
Summary: MapTrack reduces loss, improves utilisation, strengthens compliance, and gives oil & gas teams full visibility across complex operations.
Frequently Asked Questions (FAQ)
What makes asset tracking harder in oil & gas compared to other industries?
The combination of harsh environments, remote sites, constant equipment movement, and strict safety requirements creates unique operational complexity.
How can I reduce tool loss on multi-site projects?
Digitise check-in/out, use barcodes, enforce assignments with photos, and maintain a centralised database accessible from mobile devices.
What should condition reports include?
Status notes, damage indicators, photos, timestamps, and technician details—ideally captured immediately during handover or inspection.
How does asset tracking improve safety?
By ensuring only functional, inspected equipment enters service; by creating accountability; and by identifying early signs of equipment failure.
Can asset tracking software work offline?
Yes—modern systems like MapTrack allow offline data capture and sync automatically once connectivity returns.
How do smart locks help with tool control?
They restrict access to authorised personnel and create digital logs of who accessed storage and when.
Conclusion & Actionable Takeaways
Oil & gas projects demand rigorous asset control to maintain safety, productivity, and cost efficiency.
To overcome common challenges, teams should:
Digitise manual tracking processes
Centralise condition reporting
Use mobile-first tools for field adoption
Implement clear accountability workflows
Leverage technology like barcodes and smart locks
Modern asset tracking platforms like MapTrack deliver the visibility and control required to operate safely and efficiently across complex field environments.
