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Insurance, software subscriptions and equipment, each with a renewal, expiry or calibration date, so nothing lapses unnoticed. Go to Organisation, then Assets and insurance.
This sits alongside your AI governance. It is not part of the RICS AI standard and does not count towards your GUARD Score.

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Three kinds of record

Insurance. Choose Add policy. Record the type of policy (public liability, employers’ liability, cyber, office and contents, motor or other), the insurer, policy number, broker, cover limit, excess and premium. Your main professional indemnity policy is recorded on the Organisation page, and shown here so everything is in one list. Only add PI here if you hold a second policy. Software and accounts. Choose Add software. Record the supplier, account reference, number of licences, cost, and whether it holds personal data. If it is an AI tool, link it to its entry on the Tool Register. You can save the web address of the login page. Never put passwords, keys or codes anywhere in guardbook. Assets. Choose Add asset for equipment such as laptops, laser measures, damp meters or drones. Record the kind of asset, serial number, asset tag, purchase date and cost, and who it is assigned to.

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Dates and status

Give each record a Next due date and say what is due: Renewal, Expiry, Calibration or Review. Give both or neither. Each record then shows as overdue, due within 30 days, or fine. The same dates appear on the compliance calendar and in the reminder emails. When something ends, change its status to Expired, Cancelled or Disposed of rather than removing it, so the history stays.