Facility managers are often the unsung heroes of buildings—constantly working behind the scenes to ensure safety, comfort, and operational continuity. But despite advancements in tools like facility management software, many still find themselves wasting time tracking down one crucial thing: accurate building information.
A broken pipe, a fire inspection, or even a routine HVAC repair can quickly become a time-consuming task if critical documents like floor plans or shut-off locations aren’t easily accessible. That’s why organized, searchable building data is no longer optional—it’s essential.
Defining Building Information: More Than Just Blueprints
When we talk about building information, it’s easy to assume we just mean architectural drawings. But the reality is far more comprehensive.
Building information encompasses:
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Architectural plans and as-built drawings
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Equipment specs and user manuals
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Fire alarm and sprinkler system layouts
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Electrical and mechanical diagrams
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Compliance reports and inspection logs
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Warranty documentation
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Utility shut-off points and emergency procedures
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Historical renovations and space usage data
This information forms the operational backbone of a building, guiding everything from preventive maintenance to emergency response.
The Disconnect: Why Facility Management Software Alone Isn’t Enough
Most organizations today have invested in facility management software to manage work orders, schedule routine maintenance, and monitor asset performance. These platforms are helpful—but they’re not a complete solution.
A technician might receive a digital task to repair a faulty air handler, but without instant access to the air handler’s manual, wiring diagram, or location on the building’s floor plan, their job is harder than it needs to be.
In short, facility management software tells you what to do—but without building information, it doesn’t always help you do it efficiently.
Common Challenges Caused by Disorganized Building Information
Inaccessible or poorly managed building documentation can lead to a range of recurring problems:
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Wasted Time: Staff may spend hours tracking down information that should take minutes to find.
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Emergency Delays: During a gas leak or flood, not knowing the shut-off valve location can escalate damage and risk.
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Failed Inspections: Missing compliance records or system diagrams can result in audit failures and fines.
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Knowledge Drain: When experienced employees leave, undocumented knowledge disappears with them.
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Poor Decision-Making: Without clear data on building systems and history, renovations or upgrades are harder to plan effectively.
These issues all stem from a lack of centralized, accessible, and up-to-date building information.
Turning Building Information Into a Strategic Asset
Progressive facility teams are reimagining the role of building data—from a set of static documents to a dynamic, digital resource that supports fast decisions and field mobility.
Here’s how they’re doing it:
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Digitizing legacy documents stored in binders, filing cabinets, or outdated systems
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Creating centralized cloud repositories where data is searchable and regularly updated
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Mapping documents to specific locations (e.g., rooms, systems, equipment)
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Deploying mobile access so technicians can retrieve documents on-site via smartphones or tablets
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Integrating building data with facility management tools for seamless task execution
This shift transforms building information from cluttered files into a powerful operational asset.
Real-World Applications That Save Time and Reduce Risk
Let’s look at some practical examples of how digitized building information improves outcomes:
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During a fire drill, teams can pull up fire alarm panel locations and escape routes in seconds.
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When onboarding new staff, trainees can use digital floor plans and asset histories to learn the building faster.
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For compliance audits, facility managers can produce inspection logs, maintenance records, and safety diagrams instantly.
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When contractors are onsite, they can be granted temporary access to system specs and equipment documentation—no more digging through paper archives.
It’s all about faster decisions, less confusion, and better performance across the board.
Future-Proofing Facility Teams Through Information Access
As more buildings adopt smart technologies and sustainability initiatives, the need for reliable data only grows. Sensors, energy management systems, and automation platforms are most effective when built on a foundation of trustworthy building information.
Additionally, with workforce turnover continuing across industries, capturing institutional knowledge in digital form is key to long-term continuity.
ARC Facilities empowers facility teams by digitizing critical building information and making it accessible through a mobile-friendly platform. Working alongside your existing facility management software, ARC Facilities helps teams reduce response times, minimize risk, and preserve essential knowledge.
