Facility managers are responsible for keeping buildings operational, safe, and efficient—an increasingly complex task as systems age, regulations evolve, and expectations rise. While facility management software has revolutionized how tasks are scheduled and tracked, one overlooked asset can dramatically improve field performance: building information.

In simple terms, having access to accurate building documentation helps teams solve problems faster. When it's missing or disorganized, even basic maintenance can become unnecessarily complicated.

What Exactly Is Building Information?

Building information encompasses all the technical data and documents that help a facility function. This includes:

  • Floor plans and architectural layouts

  • Electrical, mechanical, and plumbing (MEP) schematics

  • Utility maps and shut-off valve locations

  • Life safety and fire protection diagrams

  • Equipment manuals, warranty details, and service records

  • Inspection reports and maintenance logs

This information is not optional—it’s essential. It supports everything from emergency response to routine upkeep and capital planning.

The Common Problem: Missing, Inaccessible, or Outdated Info

Despite its importance, many facilities still rely on:

  • Paper files stored in binders or drawers

  • Staff members’ memory and informal knowledge

  • Disconnected digital folders across various teams

  • Outdated documents from pre-renovation layouts

When something goes wrong, and time is critical, the lack of immediate access to this information leads to delays, risks, and inefficiencies.

Why Facility Management Software Can’t Do It Alone

Facility management software does a great job tracking tasks, setting reminders, and keeping records. But it usually doesn’t include the spatial or technical data needed to complete those tasks in real time.

For example, a technician may receive a work order to inspect a water heater. The software shows when it was last serviced and which technician handled it—but doesn’t show where it is or provide the relevant diagrams to support safe inspection. That information is typically locked in another system—or not available at all.

This disconnect between task scheduling and physical data slows down even the best teams.

Digitizing Building Information: A Game Changer

To close this gap, more organizations are digitizing their building documents and making them easily accessible. This effort often involves:

  • Scanning legacy paper documents into searchable digital formats

  • Tagging documentation by building, floor, or asset

  • Linking documents to equipment, systems, or locations

  • Adding QR codes to physical assets to pull up relevant documents

  • Making all this data mobile-accessible for in-field teams

Once digitized and organized, building information becomes a live asset—not a forgotten file.

Benefits of Accessible Building Information in Day-to-Day Operations

Facilities that invest in accessible building information see real results:

  • Reduced downtime through faster diagnostics and response

  • Improved safety with access to shut-off maps and fire systems

  • Quicker training and onboarding for new staff

  • Fewer mistakes during repairs or inspections

  • More efficient audits with inspection histories at hand

When technicians can access the right diagram or manual on a mobile device, their efficiency and confidence both rise.

Long-Term Strategic Advantages

Beyond daily maintenance, building information supports high-level facility goals:

  • Renovation and upgrade planning using accurate layouts

  • Energy efficiency analysis tied to historical data

  • Regulatory compliance with documented inspections and system info

  • Capital expenditure forecasting based on lifecycle data

  • Continuity of operations when experienced staff leave or retire

When building data is centralized and trusted, leadership can make better-informed decisions for the future.

Conclusion

In modern facility operations, knowledge is power—and building information holds that power. It turns work orders into action plans, inspections into opportunities, and emergencies into manageable events. Paired with robust facility management software, building documentation helps facility teams work with precision and speed. ARC Facilities helps organizations unlock this advantage by delivering building documents straight to the devices of technicians, no matter where they are in the facility.