Introduction: The Cost of a Single Missed Defect
One overlooked track defect. That’s all it took to spark a full operational rethink for a midsized short line railroad. While the issue was caught before it caused damage, it exposed deeper cracks in their inspection process, manual logs, scattered reports, and no clear visibility into what had been done, or worse, what hadn’t.
They weren’t alone. According to the Federal Railroad Administration, track-related issues remain the leading cause of derailments in the U.S., accounting for over 30% of all incidents annually. Despite increasing freight volumes and safety scrutiny, many railroads still rely on outdated systems to manage inspections, maintenance, and compliance.
This case study follows how one railroad responded not by hiring more staff or layering on more spreadsheets, but by implementing a digital asset management platform that centralized data, streamlined inspections, and gave them control over their infrastructure in real time.
Customer Background
A mid-sized short-line railroad, situated in a key freight corridor, plays a pivotal role in connecting local industries to major national rail networks. Operating several hundred miles of track with a team of seasoned inspectors and engineers, the railroad handles vital bridge, track, and crossing infrastructure. With increasing freight demand and stringent FRA regulations, the stakes to modernize asset management had never been higher.
While the company had performed well operationally, recent FRA audits uncovered pain points that hindered long-term success. These findings catalyzed a shift toward a more efficient, tech-enabled approach to managing rail infrastructure.
Operational Inefficiencies
Like many railroads, this organization relied on manual, paper-based systems for inspections and defect tracking. Reports were logged inconsistently, creating bottlenecks for supervisors trying to analyze data or prioritize repairs. The lack of unified digital reporting meant:
- Inspectors often worked with outdated information.
- Supervisory staff had to cross-reference hard-copy forms against siloed spreadsheets.
- Reports for maintenance scheduling could take days to compile, delaying decision-making.
Compliance Risks
FRA Part 213 (Track Standards) and Part 237 (Bridge Safety Standards) require consistent inspections, accurate record-keeping, and timely defect remediation. However, without automated reminders or centralized visibility, the railroad faced penalties for missed inspections and incomplete records. FRA audits revealed:
- Instances of overdue inspections with no system in place to flag delinquency.
- Difficulty retrieving historical records during compliance reviews, leading to additional scrutiny.
- Defects that were either overlooked or addressed reactively, increasing safety risks.
Safety Threats and Budget Strain
Aging infrastructure and fragmented maintenance processes exacerbated safety issues. According to the FRA, track defects account for nearly 36% of derailment causes annually, making proactive maintenance essential. Yet without predictive analytics, the railroad struggled to identify high-risk zones or allocate resources efficiently. Maintenance crews frequently dealt with urgent repairs that could have been avoided with better planning, wasting time and draining budgets.
Trigger Event
Following a narrowly avoided derailment attributed to an overlooked track defect, leadership recognized the need to overhaul the asset management system. The incident not only underscored the importance of compliance but also the growing urgency of modernizing rail operations to safeguard the company’s reputation and avoid potentially catastrophic financial consequences.
Why trackAsset?
During a competitive evaluation process, this railroad sought an asset management system that could address its unique challenges while being user-friendly for field staff. After reviewing four potential solutions and conducting customer site visits, trackAsset emerged as the clear choice.
Key Selling Points
- Comprehensive FRA Compliance
trackAsset’s out-of-the-box capability to manage signal, bridge, track, and switch inspections in line with FRA standards addressed the railroad’s most pressing concerns. - GPS Integration and Field Mobility
With its GPS-enabled mapping and real-time data capture, inspectors could log defects and update asset records using tablets, even in areas without internet connectivity. - Customizable Dashboards and Reporting
The platform provided clarity by creating tailored dashboards for compliance reports, maintenance schedules, and asset health metrics, simplifying audit preparation. - Ease of Adoption
trackAsset required minimal IT infrastructure changes and offered a user-friendly interface. The software seamlessly absorbed the complexities of the railroad’s workflow into its intuitive design. - Proactive Vendor Support
The implementation team committed to personalized training and on-site support, ensuring the railroad’s crews adapted quickly to the new system.
The Implementation Process
Executing such a significant shift required close coordination between the vendor and the railroad’s leadership, supervisors, and field teams.
Timeline and Key Milestones
- Phase 1 (Month 1-2): Audit of legacy data and migration of records into trackAsset. Bridges, being the most critical component, were prioritized during this stage.
- Phase 2 (Month 3-4): Inspector training sessions focused on using handheld devices to log inspections in the field. Customized inspection forms were designed to capture both FRA and non-FRA data seamlessly.
- Phase 3 (Month 5-6): Expansion of the system’s scope to include crossings, track infrastructure, and switches. Automated defect notifications and inspection reminders were activated.
- Phase 4 (Ongoing): Refinement and data standardization. Supervisory teams began leveraging the powerful analytics engine to predict maintenance needs tied to tonnage and seasonal wear patterns.
Challenges and Lessons Learned
Early hurdles included resistance from staff accustomed to paper workflows and a learning curve for technical tools. To address these, the vendor increased on-site support, held additional training workshops, and implemented feedback to simplify digital workflows. By the end of Phase 3, adoption rates exceeded 90%.
Results & Impact
Quantitative Outcomes
- Compliance Excellence
Automated reminders reduced overdue inspections by 75% in the first year, while centralized digital records improved audit performance. - Time Savings
The time required to compile inspection reports dropped from 3 days to 1 hour, freeing supervisors to focus on strategic decisions. - Defect Response Rates
Real-time defect tracking and work order assignments reduced average repair lead times from 48 hours to under 12 hours, improving safety outcomes. - Cost Reductions
With proactive maintenance plans informed by asset data, maintenance costs fell by 24%, resulting in savings of over $400,000 annually.
Qualitative Outcomes
- Field teams reported increased job satisfaction due to simplified processes and greater efficiency. Supervisors gained confidence in their decisions, thanks to clearer data insights.
- The railroad saw a measurable improvement in its safety culture, with front-line workers proactively identifying risks and logging issues without delay.
Quotes and Testimonials
One operations manager remarked, “trackAsset didn’t just give us software; it gave us visibility. We know where we stand across all assets at any given moment. That confidence is irreplaceable.”
A long-serving inspector shared, “I wasn’t sure about the system at first, but now, I wouldn’t go back to paper even if I could. The app is easy to use, and I can spend less time on paperwork and more time inspecting.”
Future Plans
Buoyed by the success of its trackAsset implementation, the railroad is already exploring further innovations:
- Expansion: Plans to integrate yard and locomotive infrastructure into trackAsset to consolidate all asset management under one platform.
- Analytics Upgrades: Leveraging the software’s predictive analytics to assess traffic trends and prioritize investment in high-risk zones.
- Integration: Enhancing compatibility with existing ERP systems to improve overall operational visibility.
A Final Word
This transformation demonstrates that even midsized railroads can achieve significant improvements by modernizing their workflows. For rail operators seeking to ensure compliance, reduce costs, and bolster operational resilience, trackAsset represents a best-in-class solution.
With safety and efficiency on the line, there’s no time like the present to chart a smarter, safer course forward. Request a demo today and join the growing number of railroads empowered by trackAsset.
