The Value of Historical Data in Facilities Management to Stay Proactive

April 23, 2018 Jon Bolen

Facilities managers cannot improve what they do not know. As explained by  Jamie Cappuccio of Akita Box, keeping historical data in facilities management efficiently, including operations and maintenance manuals, warranty information, floor plans, work orders, and asset information, is essential to staying proactive and avoiding unnecessary costs or expenses in facilities management. It is easy to simply complete the repair or installation and put the paperwork in a random drawer; however, this will lead to problems in the future. To achieve a proactive facilities management program, facilities managers must keep historical facilities data organized. The reasons behind this need are:

Organization Is Integral to Proactive Facilities Management

By definition, supplier and facilities management involve using information to make educated decisions about equipment, including when to repair or replace them. Unfortunately, facility managers are not necessarily heating, ventilation and air conditioning (HVAC) technicians or electrical engineers, and they may not know when maintenance needs to be performed for a given piece of equipment. Therefore, information on equipment maintenance and upkeep should be kept in a readily accessible location. Having easy access to this information will make sure that facilities managers are able to review maintenance schedules and complete all necessary proactive steps to prevent malfunctions.

Modern Systems Simplify Asset Management

Keeping track of all the paperwork and documentation involved in historical data in facilities management can be a major task. If a single facilities manager oversees a handful of locations, this doesn’t mean he has to manage only a handful of basic documents. Each location will likely have 20 different HVAC systems or units, countless electrical systems, plumbing specifications, and warranty information for each asset. This amount of information is simply too much.

Fortunately, modern systems and technologies can simplify asset and historical data in facilities management management.

What Type of Technologies Enable Gathering of Historical Data in Facilities Management?

Multiple technologies exist to gather historical data in facilities management, including:

  • A computerized maintenance management system (CMMS), which serves as the one-stop place for tracking facilities management work orders, ranging from janitorial services to maintenance. Depending on the unique needs of a facility, the CMMS can also track additional details about vendor performance and availability, and schedule technicians when necessary.
  • Building information management systems (BIMS), which can be used to connect systems together and keep all historical data in facilities management in digital form in a central location. Paired with sensors and devices connected to the Internet of Things, more information pours into the volume of historical data in facilities management, so using newer systems is key to keeping documents and data intact.
  • Software-as-a-Service (SaaS) platforms, which rely on cloud-based technologies to keep historical data in facilities management in view.
  • Simple spreadsheets. Facilities managers must never underestimate the value of linking documents and reports together in a spreadsheet; however, this is a burdensome and time-consuming task.

Take Control and Improve Visibility by Implementing a Smart Building System Today

Keeping historical data in facilities management and reports organized help facilities managers create and maintain a proactive facilities management and maintenance program. Instead of maintaining manual processes, facilities managers should implement smart building solutions. Storing historical data of distributed assets in this way opens the doors to additional insights coming from the use of analytics to identify trends, patterns and best practices to enhance facilities activities and conditions. Get started by visiting ENTOUCH online today.

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