How Centralized Building Information Can Transform Facility Operations

In the day-to-day operations of managing a facility, time is a resource that’s often in short supply. When a maintenance technician is trying to locate a shut-off valve, or a facility director is preparing for a compliance inspection, there’s one thing they both need: reliable access to building information.

While many organizations have invested in facility management software to streamline maintenance workflows and asset tracking, one major challenge remains—quick access to detailed building documentation. Without it, even routine tasks can become time-consuming and frustrating.

What Is Building Information and Why Does It Matter?

Building information includes the floor plans, utility diagrams, equipment manuals, renovation records, inspection histories, warranty documents, and more—everything needed to understand the physical layout and systems within a building. It’s the information that tells you where electrical panels are located, what kind of HVAC units are installed, or when a roof was last repaired.

Too often, this information is scattered across filing cabinets, PDFs, network drives, or the memory of experienced staff. As buildings age and teams turn over, relying on tribal knowledge becomes a risk. Facility teams without direct access to up-to-date building data are left working reactively rather than proactively.

Facility Management Software: Great at Tracking, Limited on Access

Facility management software has become an essential tool for scheduling maintenance, tracking assets, and managing work orders. But it’s not always designed to store or surface granular building documentation when and where it’s needed.

For example, a technician receiving a work order to inspect a boiler might not automatically be given access to the original installation manual or schematic diagrams. That missing link slows down response time and can lead to inefficiencies—or even safety risks.

This is where bridging the gap between operational workflows and building information becomes critical.

The Operational Impact of Disconnected Information

Here’s what can happen when building documentation isn’t readily accessible:

• Delays in Maintenance: Technicians lose valuable time searching for diagrams or equipment specs, extending repair times.
• Increased Risk During Emergencies: In urgent situations like gas leaks or flooding, not knowing where shut-off valves are can be dangerous.
• Compliance Issues: Inspectors often request records or building-related data. Scrambling to locate it can result in failed audits or citations.
• Knowledge Loss: As veteran facility staff retire, undocumented knowledge disappears with them.

Centralizing and digitizing building information ensures that the insights your team needs are preserved, searchable, and accessible at any time.

Making Building Information Actionable

Facility teams today are increasingly looking beyond traditional software solutions to gain mobile access to detailed building data. It's not just about digitization—it's about activation. Turning static files into interactive tools that support field technicians and emergency responders in real time.

Technologies are emerging that allow teams to:

• View floor plans with clickable links to equipment specs
• Access utility routes on mobile devices
• Retrieve historical maintenance data from QR codes on-site
• Share building info instantly across teams and departments

This level of access improves not just response times but also strategic planning. Whether it’s budgeting for capital improvements or coordinating with contractors, having accurate building records on hand leads to better decisions.

Building a Resilient Facilities Team with the Right Information

One of the most underappreciated benefits of centralized building data is its role in team training and knowledge retention. When new hires join, they can access the same data as veteran staff, eliminating the long learning curve and dependency on others for basic information.

In times of turnover or staffing shortages, this becomes even more valuable. Documentation that once lived only in someone’s head is now accessible through a few taps on a mobile device.

Looking Ahead: Building Information as a Strategic Asset

The future of facilities management lies in integration—bringing together the strengths of facility management software with systems that prioritize access to critical building information. This integration ensures that maintenance schedules, emergency preparedness, compliance efforts, and space planning are all backed by reliable data.

Organizations that treat building information as a strategic asset—not just a collection of old blueprints—will find themselves more agile, more compliant, and better prepared to manage facilities through change.

ARC Facilities helps facility teams modernize how they manage and access building information. By digitizing plans, manuals, and infrastructure data and making them accessible via mobile devices, ARC Facilities complements existing facility management software and empowers teams to respond faster, reduce risk, and preserve institutional knowledge.