Transforming compliance, visibility, and efficiency in aged care portfolios 

Top 3 Benefits at a Glance 

1. 70% Faster Asset Capture:
   Enabled by Ai Assets’ digitised platform, delivering comprehensive data across 295 properties in just 3 months.
2. 90% Cost Saving on Annual Updates:
   Thanks to an easily updatable digital register, eliminating the need for repeat site visits or manual records.
3. Compliance-Ready Data for New Legislation:
   The only platform on the market purpose-built to meet upcoming 2025 aged care reporting standards.

 

The Challenge 

A major aged care provider managing 28 retirement villages and nearly 300 properties faced a looming regulatory challenge. With the NSW Retirement Villages Regulation 2025 due to take effect, operators must deliver greater transparency, streamlined capital maintenance reports, and easily accessible data for residents. 

Traditional systems — typically Excel or fragmented legacy tools — couldn’t scale, update in real time, or meet these incoming standards efficiently. 

 

The Ai Assets Solution 

Ai Assets deployed its end-to-end digital asset capture and management platform across: 

• 295 properties 

• 350,000 individual assets 

• 1,000,000+ unique attributes (make, model, condition, location etc.) 

• Photographic documentation of every asset 

The platform also identified: 

• 4,000+ physical defects 

• 150+ occupational health and safety risks 

All data was standardised into a live digital register, ready for ongoing use, integration, and legislative reporting. 

 

Speed, Scale & Accuracy — Delivered in 3 Months 

• Complete mobilisation and delivery across hundreds of sites in just 12 weeks 

• Estimated 70% time savings vs traditional methods for initial capture 

• Annual compliance updates now require 90% less cost and time 

• All records are accessible, searchable, and exportable via dynamic dashboards 

 

Future-Proofing for 2025 Legislation 

The Ai Assets system directly supports the critical elements of the Retirement Villages Regulation 2025: 

• Simplified 1-Year Capital Maintenance Reports: Auto-generated and always up to date 

• Clear & Accessible Asset Records: With linked photos and attributes for transparency 

• Improved Maintenance & Financial Planning: Enabling proactive care and risk reduction 

• Audit-Ready & Resident-Friendly: Meeting the demand for higher operational clarity 

 

The Result 

A once disjointed, paper-based asset management model is now a fully digitised, compliance-ready platform that supports: 

• Lower operational costs 

• Better financial forecasting 

• Improved risk management 

• ESG and insurance reporting 

• Accurate depreciation data 

With Ai Assets, the aged care provider is set not only for the 2025 regulatory changes—but to lead the industry in smart, scalable asset management.