Outdated Inventory Is Costing You—Here’s How to Fix It

Old Spreadsheets Don't Help...

When’s the last time you trusted your pavement inventory? For many municipalities, the answer is somewhere between “a few years ago” and “never.” And yet, those old spreadsheets and incomplete GIS files often form the foundation for critical decisions... From maintenance schedules to million-dollar budget requests.

The problem? Outdated or incomplete inventory data doesn’t just slow you down; it can directly impact your funding, planning, and ability to serve your community. Here’s why a clean, accurate inventory is more than just a nice-to-have, and what you can do if yours is due for an upgrade.

What Makes an Inventory ‘Outdated’?

Even the best pavement data has a shelf life. If your last condition assessment was over three years ago, or if your road lengths, widths, and surface types haven’t been updated to reflect real-world changes, chances are your numbers aren’t telling the full story.

Common red flags include:

• PCI scores that no longer reflect current conditions

• Segments missing widths, surface types, or up-to-date visuals

• Files that live in hard-to-navigate spreadsheets instead of GIS platforms

If these sound familiar, you’re not alone, and it’s easier than you think to start course-correcting.

Why It Matters

Your pavement inventory impacts more than your maintenance planning. It influences how you justify budgets, respond to council questions, and qualify for competitive grants.

With accurate, current data, your team can:

1. Prioritize projects based on need, not noise

2. Clearly communicate network needs to stakeholders

3. Create proactive, data-backed maintenance plans

   
   

A Simple Way to Get Started

You don’t need to overhaul your entire system overnight.

Start small with a quick self-check:

1. Pick one area—an arterial, a neighborhood, or a segment you know well.

2. Compare the spreadsheet to reality. Are the PCI scores current? Do the surface types and lengths still check out?

3. Spot the gaps. If you’re seeing inconsistencies in one spot, they likely exist across the network.

   
   

What to Do Next

If your inventory needs help, you’ve got options. Many cities partner with firms like Pavement Management Group to streamline the process—from updated condition assessments to GIS-integrated mapping and segmentation. Our team specializes in turning disconnected data into defendable, actionable insights.

Bottom Line

If your pavement data is outdated, your decisions, (and your dollars) are at risk. A clean, current inventory doesn’t just help you plan better; it protects your network and strengthens your ability to advocate for funding.