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SharePoint vs AIM CDE – What asset owners need to know

Is SharePoint up to the challenge?

Many building owners and facilities managers find themselves at a crossroads when deciding how to store and manage their critical asset data. Often, tools like SharePoint are the go-to solution but are they really up to the challenge of managing asset information effectively? We explore why a purpose-built Asset Information Management Common Data Environment (AIM CDE) offers a better way of managing information for successful building operations.

Maximising your investment

When managing your building or estate, every square metre of your estate represents an investment. This isn’t just the physical space but the people, processes and technology that keep it running smoothly. That investment requires accurate, accessible and actionable information at every stage of the asset lifecycle. From design and construction to operations and eventual decommissioning, your data needs to be accurate to support informed decision-making.

SharePoint’s shortcomings

This is where SharePoint often falls short. While it’s a powerful platform for file storage and collaboration, it wasn’t designed for the complexities of building information management. Structuring data to reflect the nuances of your assets – their hierarchies, relationships, version history and attributes – can be cumbersome and prone to inconsistency. SharePoint lacks the built-in frameworks and tools that a dedicated CDE offers, leaving you to wrestle with custom configurations and workarounds.

Managing data

SharePoint manages files not data. Each file in SharePoint has a file name and limited metadata options, such as the date and location for pictures or basic attributes for Word and PDF documents. However, SharePoint cannot store detailed information like work package, contractor, zone, level, building or revision status. This limitation makes it hard to index, find and filter information. Additionally, SharePoint doesn’t provide an integrated approval workflow for documents, adding another layer of complexity.

More than just spreadsheets

To store data in SharePoint, it must be within a container or file, such as an Excel spreadsheet. Most asset registers are stored in Excel files, making them difficult to maintain and prone to duplication. Additionally, there are limitations in connecting the assets within the asset register to their corresponding documents and models, which is critical for effective asset management.

A single source of truth for building information

An Asset Information Management Common Data Environment (AIM CDE) is purpose-built to handle the challenges of managing asset information. It’s designed to be a single source of truth for your building data, consolidating everything from BIM models and O&M manuals to IoT sensor readings and maintenance schedules. With structured data, intuitive interfaces and robust governance, an AIM CDE ensures that your information is structured, accurate, up-to-date and easy to retrieve.

A tool designed for collaboration

When it comes to collaboration, SharePoint enables teams to work together on documents, but an AIM CDE elevates collaboration to a whole new level. When your operations team needs to quickly locate information about a specific asset, this information is interconnected and easily searchable. In SharePoint, it might be buried in a labyrinth of folders or mislabelled files, causing delays and frustration.

Futureproofing asset information

The benefits extend beyond day-to-day operations. With an AIM CDE, you’re futureproofing your asset management practices. As buildings become smarter and more connected, the ability to integrate new technologies seamlessly depends on having a robust, structured data environment. Whether it’s leveraging digital twins, automating maintenance tasks or meeting emerging compliance standards, an AIM CDE lays the vital groundwork for innovation.

Viewing spatial data

Spatial data presents another challenge for SharePoint. While SharePoint stores files, opening certain file types such as models, requires downloading them as disconnected copies and using external applications. This can pose security risks or be impractical in certain organisations. In contrast, a CDE offers built-in native viewing capabilities for various file types, including PDFs, Word documents, IFC and NWD model files. This native viewing feature allows users to access models directly and interact with the connected data, seamlessly linking them to other relevant documents and records within the CDE.

The hidden cost of poor data

Another critical advantage of an AIM CDE is its role in mitigating risk. Poorly managed data can lead to costly errors, missed compliance deadlines and even safety issues. A purpose-built solution provides rigorous control over data governance, ensuring that everyone, from contractors to facility managers, is working with the same trusted information. This level of accountability is hard to achieve with general-purpose tools like SharePoint.

A strategic asset

Investing in a CDE isn’t just about technology. It’s about transforming the way you manage your assets. It’s a shift toward treating your information as a strategic asset, one that’s as critical to your estate’s performance as the physical buildings themselves. For asset owners managing complex portfolios, this shift can unlock new efficiencies, reduce costs and enhance the overall value of their properties.

Success for the future

So, while SharePoint might seem like a convenient option at first glance, it’s worth considering if it is serving your needs as an asset owner. It could be time to choose a solution that’s purpose-built for the unique challenges of managing built assets. With an AIM CDE, you’ll be keeping up with the demands of today and setting yourself up for success tomorrow.

For more on how an AIME CDE can benefit your business, get in touch to speak to our team.