How to create a building equipment ledger that facilitates inspections?

If a building equipment ledger is just a list of equipment names in Excel, on-site inspections will still be chaotic. New hires won't know where "AHU-03" is, and if a maintenance technician replaces a part without updating the record, the next time a failure occurs, you'll have to start troubleshooting from scratch. I've learned this the hard way; the ledger looks complete, but it doesn't match…