After a construction project is completed, attention often shifts to the next venture, but one important task remains: effectively storing and managing the building data. Properly managing this data is vital for long-term facility management, as it ensures that essential information about the building’s structure, systems, and maintenance history is readily available.
The Importance Of Building Data Management
Building data management is necessary for maintaining the functionality and value of a property over time. Once a project is completed, the data generated- including as-built drawings and maintenance records- becomes the foundation for all future facility management activities. However, managing this data effectively can be challenging. Without proper organization, data can become disorganized, leading to difficulties in retrieval when it’s needed most. Additionally, the risk of data loss or damage increases if not properly stored, potentially resulting in costly setbacks during future renovations or repairs.
Types Of Building Data To Store
Effective building data management begins with understanding the data types that need to be stored. Here are some of the most critical categories:
1. As-Built Drawings And Models:
As-built drawings, developed from 3D laser scanning buildings, are essential as they capture the final state of the building after construction. These documents provide a detailed representation of the structure, including any changes made during construction. Maintaining accurate as-built data ensures that future renovations or repairs can be planned and executed with a clear understanding of the building’s existing conditions.
2. Operation And Maintenance Manuals:
Operation and Maintenance (O&M) manuals provide detailed instructions on operating and maintaining the various systems and components within the building. These manuals are vital for facility managers to ensure that the building’s systems function correctly and efficiently over time.
3. Inspection And Maintenance Records:
Keeping records of all inspections and maintenance activities is essential for tracking the building’s condition over time. These records help identify patterns in wear and tear, guide future maintenance schedules and ensure the longevity of the building’s systems.
4. Warranties And Certifications:
Warranties and certifications for materials, systems, and installations should be stored securely and be easily accessible. These documents are critical in case of system failures or defects, allowing facility managers to claim repairs or replacements within the warranty period.
5. Spatial Data And Facility Management Models:
Spatial data, including floor plans and facility management (FM) models, provide a comprehensive overview of the building’s layout and infrastructure. Updated spatial data management protocols are essential for ongoing operations, space utilization, and planning for future expansions or renovations.
Methods For Storing Building Data
Storing building data effectively requires combining digital and physical storage solutions tailored to the facility’s needs. Digital storage has become the preferred method for managing building data due to its accessibility and ease of use. Cloud storage, digital archives, and Building Information Modeling (BIM) systems offer robust platforms for storing and managing data. These solutions enable easy retrieval, sharing, and updating of information, making them ideal for ongoing facility management.
While digital storage is preferred, paper archives still play a role, particularly for original documents or where digital storage is not feasible. Best practices for paper archives include organizing documents systematically, using climate-controlled storage to prevent degradation, and digitizing critical documents when possible.
A hybrid approach combines digital and physical storage and ensures comprehensive data management. Facilities can maintain a balanced, secure spatial data management system by storing the most frequently used documents digitally and keeping physical copies of critical records.
Leveraging Building Data For Future Projects
Properly stored and managed building data is invaluable for future projects. Savvy building owners understand that 3D laser scanning buildings for accurate building data facilitates renovations and expansions by clearly understanding the building’s current state, helping to avoid costly errors. This data enhances facility maintenance by enabling more accurate scheduling and better-informed decisions. Also, maintaining accessible and organized building data supports regulatory compliance, ensuring all necessary documentation is available for inspections or audits.
Conclusion
Effectively storing and managing building data after project completion is essential for long-term facility management. By understanding the types of data that need to be stored, implementing best practices for data management, and leveraging digital and physical storage solutions, facility managers can ensure that this critical information remains accurate, accessible, and secure. Prioritizing data management protects the building’s value and streamlines future operations, maintenance, and renovations, ultimately contributing to the building’s success and longevity.
