The Estate Managers Handbook Ensuring Safety and Efficiency Across Properties

Jul 9, 2024 | Industry, Insight, Ultimate Guides


Managing an estate of different buildings requires accurate and up-to-date building data. This guide focuses on capturing relevant information and maintaining it throughout the building’s lifecycle. We’ll explore the benefits of a Building Information Modeling (BIM) data structure, asset-level information, and the use of Uniclass classifications. Additionally, we’ll discuss the advantages of a digital platform that enables easy updates and quick access to information, moving away from multiple legacy systems and physical folders to a central software solution.

Capturing Relevant Building Data

Importance of Accurate Data

  • Decision Making: Accurate data supports informed decision-making regarding maintenance, upgrades, and compliance.
  • Efficiency: Streamlined data management enhances operational efficiency and reduces downtime.

Types of Data to Capture

  • Asset Information: Detailed information about each asset, including specifications, maintenance schedules, and warranty details.
  • System Information: Data on building systems such as HVAC, electrical, plumbing, and fire safety.
  • Usage Data: Information on building occupancy, energy consumption, and usage patterns.

Keeping Data Live Throughout the Building's Lifecycle

Continuous Updates

  • Real-time Updates: Implement processes for real-time updates whenever changes or maintenance occur.
  • Regular Audits: Conduct regular audits to ensure data accuracy and completeness.

Role of BIM in Live Data Management

  • Central Repository: BIM serves as a central repository for all buildingrelated data, ensuring consistency and accessibility.
  • Integration: Integrate BIM with other management systems for seamless data flow and updates.

Utilising BIM Data Structure

Overview of BIM

  • Definition: Building Information Modeling (BIM) is a digital representation of physical and functional characteristics of a facility.
  • Benefits: Enhances collaboration, improves accuracy, and supports lifecycle management.

Implementing BIM

  • Data Collection: Gather comprehensive data during the design and construction phases.
  • Modeling: Create detailed 3D models that include asset and system information.
  • Collaboration: Use BIM to facilitate collaboration among architects, engineers, contractors, and facility managers.

Asset-Level Information and Uniclass Classifications

Asset-Level Information

  • Detailing Assets: Document each asset’s specifications, location, and maintenance history.
  • Maintenance Schedules: Include detailed maintenance schedules and procedures.

Uniclass Classifications

  • Overview: Uniclass is a classification system for organizing construction information.
  • Benefits: Provides a standardized approach to categorizing building components and systems.
  • Implementation: Classify all building data according to Uniclass for consistency and ease of access

Digital Platforms for Building Information Management

 Advantages of a Central Software Solution

  • Unified System: Consolidate all building information into one central software solution.
  • Accessibility: Ensure information is accessible from anywhere, at any time.
  • Efficiency: Reduce time spent searching for information and increase efficiency.

Features to Look For

  • Ease of Use: Intuitive interface for easy data entry and retrieval. Integration: Compatibility with BIM and other management systems.
  • Search Functionality: Advanced search features to find relevant information quickly.
  • Security: Robust security measures to protect sensitive data.


Implementing a Digital Platform

  • Data Migration: Transfer existing data from legacy systems and physical records to the new platform.
  • Training: Provide comprehensive training for staff to ensure smooth adoption.
  • Continuous Improvement: Regularly update and improve the platform based on user feedback and technological advancements.

Overcoming Challenges in Data Management

Current Challenges

  • Multiple Legacy Systems: Disparate systems lead to data silos and inefficiencies.
  • Physical Records: Lever arch folders and physical documents are difficult to manage and access.
  • Inconsistent Updates: Manual updates can be inconsistent and errorprone.

Transition to a Central Digital Solution

  • Consolidation: Merge all data into a single, cohesive system. Automation: Automate data updates and maintenance schedules.
  • Standardisation: Implement standard data entry practices and classifications (e.g., Uniclass).


Managing an estate of buildings efficiently and safely requires a strategic approach to capturing and maintaining building data. Transitioning from multiple legacy systems and physical records to a centralised digital platform, such as one utilising BIM and Uniclass classifications, can significantly enhance data management.

This ensures real-time updates, quick access to information, and improved decision-making. Follow this guide to create a robust and efficient building information management system that keeps your data live and accurate throughout the building’s lifecycle.

If you need help with centralising your building information in to a new system, Operance can help.

How can Operance help?

If you would like to learn more about how Operance can help you can talk to one of our experts here:

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