Building Information_ The Missing Link in Facility Performance

1. Building Information: The Missing Link in Facility Performance Facility teams are under more pressure than ever to operate smarter, respond faster, and reduce downtime. From commercial offices to hospitals and schools, the demands on building operations continue to grow. While many have adopted facility management software to streamline maintenance tasks and track assets, one crucial element often remains fragmented or inaccessible: building information. Without a centralized, digital view of building data, teams are forced to work harder to find what should be readily available—floor plans, shut-off locations, equipment manuals, and system diagrams. This lack of information access becomes a bottleneck to productivity and performance. What Does Building Information Include? Building information refers to all physical and operational data that helps facility teams understand the structure and function of a building. It typically includes: ● Floor layouts and as-built drawings ● Mechanical, electrical, and plumbing (MEP) diagrams

2. ● Utility shut-off locations ● Fire safety plans and system schematics ● Equipment tags, user guides, and maintenance history ● Compliance documentation and inspection records These documents aren’t just paperwork—they are the map of how a building works, and without them, teams are left navigating in the dark. Why Building Information Often Goes Missing Despite their importance, building documents are frequently stored in outdated formats or scattered locations: ● Paper plans in storage closets ● PDF files on individual desktops ● Departmental silos with no cross-access ● Institutional memory tied to senior staff This results in lost time, duplicated effort, and even safety risks. It also makes it difficult to onboard new team members, manage capital planning, or respond to emergencies with confidence. Facility Management Software Doesn’t Replace Building Data Today’s facility management software is excellent at managing tasks, tracking work orders, and organizing preventive maintenance. But while it can tell you what to do and when, it doesn’t always provide the “how” or “where.” For example, a technician may receive a digital work order to service an HVAC unit. But if they don’t know its precise location or how it connects to other systems, they’re stuck searching—often without success. This operational delay stems not from software, but from missing building context. That’s where accurate building information becomes indispensable.

3. Turning Building Information Into a Usable Resource Organizations that treat building information as a strategic asset—not just stored records—gain a serious advantage. The transformation begins with: ● Digitizing all legacy documents such as blueprints, manuals, and diagrams ● Organizing content by building, floor, system, or asset for easier search ● Making information mobile-friendly, so field teams can access it in real time ● Connecting building data to facility management software for contextual support ● Implementing a consistent update process to ensure documents stay current These steps help teams close the gap between tasks and the information needed to perform them. Real-World Benefits of Accessible Building Information Facilities that prioritize digital access to building documentation experience real operational gains: ● Faster task completion: Less time wasted tracking down documents ● Improved emergency response: Critical data is immediately available ● Stronger compliance outcomes: Documentation is ready for audits and inspections ● Knowledge retention: Institutional memory is captured digitally ● Smoother transitions: New hires and outside contractors get up to speed faster These outcomes build a foundation for more consistent, responsive, and cost-effective operations. Strategic Impacts on Long-Term Facility Management As buildings age and evolve, the importance of good documentation only grows. Building information helps facility leaders:

4. ● Understand infrastructure lifecycles ● Plan capital investments with confidence ● Navigate renovations and system upgrades ● Ensure continuity across staff turnover ● Improve decision-making with historical insights This is especially critical in complex environments like hospitals, campuses, and government buildings, where accuracy and safety are paramount. Conclusion Facility excellence isn’t achieved through software alone—it’s built on knowledge. And that knowledge starts with reliable, accessible building information. When paired with the efficiency of facility management software, this documentation becomes the key to faster, safer, and smarter operations. ARC Facilities plays a vital role in helping organizations centralize and mobilize building data so that teams can act with clarity and confidence.