Why Building Information is the Missing Link in Facility Management Strategy

In today’s facilities landscape, digital tools have become a staple. From preventive maintenance scheduling to asset tracking, facility management software has helped teams work more efficiently. But there’s one area where many organizations still fall short—managing and accessing critical building information.

Even the most advanced facility software can't operate effectively if essential building documents are scattered, outdated, or inaccessible. Without a clear understanding of what’s in a building, how systems are connected, and where components are located, teams can’t operate at full potential.

What is Building Information?

Building information includes the technical documentation and data related to how a building was designed, constructed, and maintained. It may consist of:

• Floor plans and architectural drawings

• MEP (mechanical, electrical, plumbing) diagrams

• Fire and life safety system layouts

• Equipment manuals, specs, and warranties

• Renovation and repair history

• Compliance and inspection reports

• Utility maps and shut-off locations

These aren’t just records—they’re operational assets. When this information is accurate and easily accessible, it empowers teams to make informed decisions faster.

The Disconnect: Software Without Context

Many facility departments implement facility management software to streamline operations, which helps organize work orders, assign tasks, and track performance. But there’s often a disconnect between these digital tools and the actual context in which technicians work.

For instance, a technician may receive a digital work order for a malfunctioning chiller. But without access to the building’s floor plan or the chiller’s installation manual, completing the job might involve delays, phone calls, or guesswork. This slows down productivity and introduces risk.

Facility software may tell you what needs fixing—but it doesn’t always help with the how or where. That’s where building information comes in.

Real-World Impact of Disorganized Building Information

The effects of scattered or missing building data show up in everyday facility operations:

• Emergency response is delayed when teams can’t find shut-off valves or fire system controls.

• Preventive maintenance is harder when equipment records are incomplete or stored in hard-to-reach locations.

• Inspections take longer when compliance documents aren’t ready or are stored in different formats.

• Training new staff becomes more difficult, especially if institutional knowledge hasn’t been digitized.

In many ways, the lack of centralized building documentation undermines the potential of otherwise well-functioning facility systems.

The Shift Toward Accessible Building Information

Forward-thinking facility teams are shifting from simply storing documents to making building information accessible, actionable, and mobile-friendly.

Here’s what that transformation typically includes:

• Digitization of legacy documents, including scanning old blueprints, manuals, and inspection forms

• Centralization of data in a searchable, cloud-based system

• Field access via mobile devices so teams can retrieve building data on the spot

• Integration with existing software, so building information supports maintenance workflows

• Use of QR codes and visual mapping, linking data directly to physical spaces or equipment

This shift reduces friction in the daily work of technicians, supervisors, and managers alike. Instead of spending time looking for information, they spend time acting on it.

Long-Term Benefits of Building Information Management

Centralized building information doesn’t just make daily work smoother. It also supports:

• Faster emergency response times

• Improved compliance and inspection readiness

• Smoother onboarding of new team members

• Informed decision-making during renovations or expansions

• Better collaboration with contractors and vendors

As facility teams take on more responsibility—energy efficiency, sustainability, disaster planning—having a single source of truth about building systems becomes more valuable than ever.

Building Information and the Human Element

It’s worth noting that this isn’t just about technology—it’s about people. Technicians shouldn’t have to memorize where every shut-off is or what year an HVAC unit was installed. And managers shouldn’t be stuck tracking down missing documents during audits.

Good building information management supports the humans behind facility operations. It makes their jobs safer, easier, and more efficient.