For many facility teams, finding the right floor plan or shutoff location can take longer than fixing the problem itself. When seconds count, digging through dusty storage rooms for building blueprints isn’t just inconvenient—it’s risky. This is why many organizations are upgrading to building management software that brings floor plans, equipment data, and emergency documentation directly to mobile devices.
Whether your team manages one building or an entire campus, the ability to quickly access reliable building information changes the game. It means better decisions, faster repairs, and more confident emergency response—all without having to rely on memory or outdated printouts.
The Cost of Outdated Facility Documentation
Many buildings still rely on a mix of paper binders, archived files, and disconnected spreadsheets to manage critical building data. While these systems may have worked in the past, they often fall short in today’s fast-paced, compliance-driven environment.
Problems arise when:
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Emergency shutoff locations are unknown or hard to find
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Equipment manuals are missing or stored in multiple locations
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Maintenance logs aren’t shared across shifts
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Institutional knowledge is lost when veteran staff leave
All of these scenarios lead to wasted time, increased risk, and higher operational costs.
What a Centralized System Can Do
A digital facility management solution solves these problems by storing all essential building documentation in one easy-to-access place. From historical maintenance data to up-to-date evacuation plans, every document is available within seconds—whether you’re in the office or onsite.
Having this centralized access means technicians can pull up the exact floor plan they need while standing in a mechanical room, or confirm the last time a piece of equipment was serviced before starting a repair. It also reduces the need for repeat visits and unnecessary guesswork, which improves both speed and accuracy.
Safer Responses to Critical Incidents
Emergencies often expose the weaknesses in paper-based systems. When alarms go off or water starts pouring from a ceiling, facility teams need to act fast. That’s only possible if the information they need—like shutoff maps, electrical layouts, or fire system schematics—is right at their fingertips.
With mobile access to current building data, responders don’t need to waste time searching or making phone calls. They can pull up emergency procedures and system diagrams instantly, improving both safety and response time.
This kind of readiness can also support local fire departments, inspectors, or third-party responders—who may not be familiar with the building layout but still need access to critical information quickly.
Knowledge That Stays with the Building
One of the biggest risks in facility management is losing institutional knowledge. Long-time team members often know the ins and outs of a building better than any manual—but what happens when they retire or leave?
Digital tools help capture that knowledge by allowing teams to document quirks, preferences, and workarounds directly in the system. Over time, this builds a searchable knowledge base that new hires and outside contractors can reference.
The result? Faster onboarding, fewer errors, and operations that don’t stall when staffing changes occur.
Streamlining Routine Maintenance and Inspections
In addition to emergency use, building documentation platforms also support preventive maintenance. Teams can easily track inspection schedules, log repairs, and set reminders for upcoming tasks.
When all of this information is digitized and accessible in one place, it’s easier to maintain consistency, reduce equipment downtime, and extend asset life cycles. It also helps with compliance reporting and budgeting—since facility managers can quickly reference service history or asset condition data.
Supporting Smarter Access in the Field
ARC Facilities makes it easier for teams to act quickly and confidently by providing instant mobile access to building documentation. Their building management software is designed for the people who need information most—facility professionals working in the field.
Whether it's a routine repair or an emergency response, ARC Facilities ensures the right data is always within reach—organized, current, and accessible when it matters most.
