How ARC’s Legacy Documents Module Preserves Facility History and Streamlines Operations

Introduction
Facilities management professionals know that legacy documents—old permits, CAD drawings, sketches, contractor info—are critical but often buried in boxes or lost in obsolete file systems. ARC Facilities addresses this by offering a powerful legacy documents solution that not only safeguards historic records but also makes them instantly accessible and searchable. This article explores how this module transforms facility operations.

The Hidden Burden of Legacy Documents

Most facilities, especially those with decades-old infrastructure, accumulate vast amounts of documentation. These legacy entries—architectural plans, renovation records, safety documentation—are invaluable during planning, compliance reviews, and risk management. Unfortunately, paper boxes, disparate digital folders, and manual tracking make access slow and unreliable.

Long retrieval times, missing items, and lost staff expertise dramatically increase renovation costs and downtime. The solution? A systematic digitization strategy that both preserves and enhances document utility.

Overview of ARC’s Legacy Documents Module

ARC’s solution securely centralizes all legacy data in one cloud-based hub. Key features include:

• Secure 24/7/365 access via desktop or mobile—no more locked file rooms.

• OCR-powered full-document search, capturing text from CAD files, handwritten notes, and scanned documents

• Custom metadata tagging for efficient document categorization

• Campus-wide global search, ideal for multi-site operations

• Simple sharing tools to disseminate records to architects, contractors, and in-house teams.

• Unlimited file type support, including drawings, permits, PDFs, and spreadsheets.

Together, these features dramatically reduce search times and make historic information far more useful.

Renovation Planning

When considering upgrades—whether replacing HVAC systems or expanding a facility—project teams need quick access to past plans. ARC’s searchable repository lets them retrieve needed CAD files, site permits, and contractor logs instantly.

Risk & Compliance Auditing

Regulatory bodies demand proof of historical compliance. Instead of digging through binders, teams can produce documents in seconds, tagged and filtered by date, document type, or campus zone.

Knowledge Retention

Staff turnover poses a huge risk to institutional knowledge. ARC’s system captures and stores decades of documentation, securing critical facility history even when senior team members depart.

Multi-Site Consistency

Large institutions benefit from a consistent record repository. Global search enables facility teams to locate documents—even from other campuses—without leaving their desks .

ISO‑Level Security

Documents are encrypted and stored in compliance with ISO/IEC 27001 standards, ensuring integrity across building histories .

Scalable Cloud Architecture

The platform accommodates unlimited document types and volumes, handling decades-worth of records with ease .

User-Friendly Interface

Designed for facility professionals, the module offers drag‑and‑drop uploads, metadata tagging workflows, and intuitive search functionality.

Implementing Legacy Documents

Onboarding is straightforward:

Archive & Upload: Drag-and-drop digital or scanned paper archives into the system.

1. Add Metadata: Use custom fields to classify by building, date, or department.

2. OCR & Indexing: The system scans and indexes document text for powerful searchability.

3. Share & Collaborate: Use global search to share files with teams or external consultants.

4. Ongoing updates are easy—add new project documents into the same repository for consistent historical capture.

Conclusion

ARC Facilities legacy documents module is a vital tool for any organization seeking to manage its facility documentation holistically. By moving past paper archives to secure, searchable, and accessible digital records, facility teams improve efficiency, reduce risk, and future-proof their operations. For teams ready to uncover decades of hidden history and apply it smartly to today's decisions, this solution delivers measurable returns.