Maintaining university facilities is becoming more complex as campuses expand, buildings age, and staffing challenges persist. From routine maintenance to emergency repairs, the success of a facility management team hinges on how quickly and efficiently they can access critical building information. That’s where enhanced solutions—not traditional replacements—step in to make a meaningful difference.
Why Traditional Facility Management Tools Fall Short
Universities typically use some form of facility management software to track work orders, manage assets, and monitor overall performance. However, even the best software can become ineffective when key building documentation—like as-builts, shut-off locations, O&M manuals, or compliance records—is stored in physical file rooms or disorganized digital folders. During emergencies or time-sensitive repairs, this delay in access can slow down teams and increase risk.
The Importance of On-the-Go Access
More than 4,000 universities in the U.S. operate facilities that are decades old, often with layers of renovation history and undocumented changes. Facility teams don’t just need software—they need a reliable way to carry building knowledge with them, especially during emergencies. That’s why mobile-friendly enhancements to university facilities management software are crucial.
With tools that allow access to critical building data via mobile devices, technicians can move from one job to another without repeatedly returning to storage rooms. It improves response time, reduces deferred maintenance, and minimizes disruptions to campus operations.
Preserving Legacy Knowledge as Staff Retires
One of the silent threats to higher education facility management is the loss of legacy knowledge. As veteran staff retire, they often take undocumented insights with them—such as the location of key shutoffs or the backstory of past upgrades. Without a system to capture and centralize this knowledge, new employees are left playing catch-up.
Enhanced systems that supplement your facility management software can consolidate current and historical information into a single, digital resource accessible at any time. This continuity ensures that no matter who is on shift, vital building information isn’t lost or forgotten.
Emergency Preparedness Starts with Accessibility
In today’s world, universities must be prepared for more than just routine issues. A burst pipe, gas leak, or active shooter situation demands instant access to building layouts and emergency response information. When minutes matter, having data stuck in a cabinet or inaccessible system could mean the difference between containment and chaos.
By enhancing your facility management approach with mobile-enabled building data tools, you’re not just protecting infrastructure—you’re helping to protect people. These tools allow facility teams and even first responders to access and share life-safety information instantly, helping mitigate emergencies before they escalate.
Consolidating Disconnected Data for Better Maintenance
Over time, campuses accumulate a mix of paper files, PDFs, and digital folders stored across various servers and departments. This disconnected approach often leads to confusion or wasted hours searching for the right document.
With the help of streamlined document management systems that work alongside university facility management software, teams can consolidate this fragmented information into a single, master resource. Updates can be made in real-time, so everyone has access to the most current data, eliminating duplication and confusion.
How ARC Facilities Enhances, Not Replaces, Your Software
ARC Facilities isn’t designed to replace your university facilities management software—it’s built to make it more powerful. Think of it as a mobile extension that places critical information at your fingertips. Whether you’re responding to an urgent repair or walking a new employee through building systems, ARC’s intuitive access makes building knowledge mobile, searchable, and sharable.
Its capabilities—like real-time document access, QR code scanning, and emergency plan visibility—turn passive information into actionable insights. Teams get more done, faster, and with fewer disruptions, all while improving compliance and safety across campus.
Conclusion
Universities are dynamic ecosystems. To manage their facilities effectively, teams need more than just software—they need tools that bring information to where it’s needed most: the field. By enhancing traditional university facilities management software with mobile access to building documentation, schools can reduce maintenance backlogs, protect legacy knowledge, and respond to emergencies with greater confidence.
