Building Information_ A Hidden Driver of Facility Efficiency

1. Building Information: A Hidden Driver of Facility Efficiency In facility management, time is a valuable resource. Whether it's resolving a maintenance issue, responding to an emergency, or preparing for an inspection, every second counts. While facility management software has improved task scheduling and asset tracking, teams often find themselves slowed down—not by the work itself, but by the lack of accessible building information. Blueprints stored in old file cabinets, equipment manuals lost in email threads, or shut-off locations known only to a few long-time employees—these are common problems that affect efficiency more than many realize. What Counts as Building Information? Building information refers to any documentation or data that helps facility teams understand the structure, systems, and history of a building. This includes: ● Architectural plans and floor layouts

2. ● MEP (mechanical, electrical, plumbing) diagrams ● Shut-off valve locations and utility routing ● Fire and life safety system drawings ● Equipment installation records and user manuals ● Historical maintenance logs, inspection reports, and compliance data This information is the backbone of every facility task, from routine servicing to crisis response. Without it, teams are left guessing—and guessing leads to delays, errors, and unnecessary costs. Where the Gaps Start Showing Many organizations don't realize how much time their teams spend just looking for the right information. A technician might arrive at a job site and spend 15–30 minutes trying to find a valve location. During an emergency, those minutes become critical. The common pitfalls include: ● Outdated or incorrect documentation ● Multiple versions of the same plan stored across departments ● Paper records damaged, missing, or poorly organized ● Information stored with retiring employees and not digitized ● No mobile access to building data in the field These gaps result in reactive, inefficient operations—even when FM software is in place. Facility Management Software Can’t Work Alone Facility management software is built to schedule tasks, assign personnel, manage assets, and monitor performance. It answers questions like:

3. ● What task needs to be done? ● When is it due? ● Who is responsible? ● How long did it take? But it doesn’t always answer: Where is the asset? or What’s the system layout? or What was done here before? That’s where building information makes the difference. It adds context to the work and enables teams to act faster and smarter. The Case for Digital, Accessible Building Information Forward-thinking facility teams are digitizing their building information and ensuring it’s usable in real-time. The process includes: ● Scanning old drawings and manuals into digital formats ● Organizing documents by building, floor, or system ● Tagging information to specific assets or equipment ● Using mobile platforms so data can be accessed from anywhere on-site ● Integrating building data into facility management software for seamless reference This approach removes the guesswork from day-to-day operations. What Happens When Building Information Becomes an Asset Once documentation is digital, organized, and connected to your team’s workflows, several positive outcomes follow: ● Reduced downtime due to quicker location of shut-offs, equipment, or layouts

4. ● More confident emergency response, with life safety and utility maps instantly available ● Easier onboarding of new technicians who have access to history and system knowledge ● Improved audit readiness, with compliance documentation always at hand ● Less reliance on memory, helping retain knowledge when veteran staff retire The shift from scattered documents to a centralized building information system transforms how teams perform. Building Information as a Strategic Resource Facility leaders increasingly see building documentation as more than just records. It’s a long-term asset that supports safety, sustainability, and capital planning. ● Need to replace aging infrastructure? Historical data informs better budgeting. ● Planning an expansion? Accurate layouts prevent design conflicts. ● Facing staff turnover? Digital information shortens the learning curve. This strategic lens helps facilities operate with less disruption and greater continuity over time. Conclusion Facilities don’t run on checklists alone—they run on knowledge. Without accessible building information, even the best facility management software can fall short. Together, they form a more complete solution for smart, safe, and efficient operations. ARC Facilities helps organizations close this gap by giving teams instant mobile access to the building data they need—when and where they need it most.