Blog:
Is there too much data?

From Building Information Modelling (BIM) to COBie and digital handover documentation, every step of a building’s lifecycle collects valuable information. The amount of information can be overwhelming, especially if the data isn’t what you need to operate the building. So the answer is yes, the data is essential, but only if it’s the right data.

The role of BIM and COBie

Building Information Modelling (BIM) has transformed the way we design and build. It enables teams to create a digital representation of a building’s physical and functional characteristics, which can be shared across all stakeholders. Construction Operations Building Information Exchange (COBie) takes this a step further by ensuring that the right information, such as equipment lists, warranties and maintenance schedules, is passed on during the digital handover process.

However, while the technology exists to collect a vast amount of data, how much of it is actually needed?

Historically, contractors would collect vast amounts of information and hand it over at practical completion, only for it to be underutilised. In most cases it isn’t used at all. Facilities managers (FMs) and occupiers can be left sifting through irrelevant data. They almost always have the building resurveyed to get the information they need.

This adds unnecessary costs, time and frustration.

What data is needed?

The asset owner plays a pivotal role in defining what is required, but ultimately this should be a collaborative effort with contractors and facilities managers. Engaging with contractors early in the process to communicate the specific data needed for building operation is critical.
Most of the data collected will be for FM companies or occupiers to manage the building during its operational phase. Whether it’s energy consumption data from mechanical equipment or warranty information for critical systems, this data helps ensure that the building is running efficiently and meets the needs of its occupants. Accurate data also enables quick responses to issues. This ensures proper maintenance is carried out and extends the life of the building’s components.

The benefits for Asset Owners

While facilities managers are the most immediate users of this data, asset owners have much to gain also. When it comes time to sell or dispose of a building, having accurate, comprehensive data can significantly enhance the asset’s value. Potential buyers or investors will want to know about the building’s performance, compliance with afety standards and maintenance history. A well-documented building can command a higher price or rent, as it demonstrates transparency and reduces the buyer’s risk.

Accurate data is also crucial for demonstrating compliance with safety regulations, particularly when it comes to building safety. For high-risk buildings (HRBs), owners must ensure that their assets meet the safety standards. Having reliable data can make the difference between compliance and hefty penalties. Early collaboration between the asset owner and contractor ensures that data handed over at completion is accurate, relevant and useful long after the building is finished.

The benefits for Main Contractors

Main contractors also benefit from providing accurate, structured data at practical completion. Warranty claims can significantly impact a contractor’s profit margins. Inconsistent data or missing documentation can lead to disputes over whether certain work was completed as specified. By delivering comprehensive and accurate information at handover, contractors can protect themselves from costly claims in the future by demonstrating exactly what was delivered.

Avoiding wasted data

In many cases, information handed over at practical completion has proven to be unusable or incomplete. This results in FMs needing to resurvey buildings, a costly exercise that could easily be avoided by getting the data right the first time. This leads to unnecessary additional expenses and delays in maintaining or operating the building effectively.

But it’s not just about capturing data. It’s about capturing the right data. Asset owners need to work with their contractors to ensure that the data being collected is useful, structured and in a format that will support long-term operation. Systems that aren’t useful or utilised are simply a waste of time and money.

Back to basics

As we continue to evolve technologically, it’s easy to get swept up in the latest innovations, from AI-driven building management systems to predictive maintenance tools. However, it’s crucial to get the basics right first. Engaging with contractors early, defining the data needed and ensuring that systems in place are both useful and used should be the priority. From there, buildings can evolve as technology advances. Then new technologies and digital twins can be explored, but only if the groundwork has been laid with accurate, actionable data.

Getting the right data

The amount of data collected in the building lifecycle can indeed be overwhelming, but it is necessary when it’s structured, accessible and valuable for the operation phase. Early engagement between asset owners, contractors and FMs ensures that the data collected during design and construction supports the long-term management of the building. In the end, it’s not about the quantity of data. It’s about having the right data to ensure that buildings operate efficiently, comply with safety standards and retain their value over time.

Systems need to be useful, and more importantly, they need to be used. Otherwise, collecting data is just a waste of time and money.