Facility managers optimize the data they gather by integrating the information systems that manage it.


The most effective way to keep a database up to date is simply through regular, routine management. Database maintenance must be part of someone’s job description and regular duties. It should be included in standard operating procedures. Enough time must be allocated to edit existing data and add new data every time a project is completed, a milestone is reached, or a batch of service calls has been completed.

It is important to remember that in performing their work many service providers and consultants develop valuable data (reports, analyses, drawings—information about a facility’s inventory) and then transmit it to fms as a report, drawing, or presentation. Therefore, it is important to determine from the outset who owns the actual data produced and who has rights to possess, use, or alter it. This question can become thorny when it involves such items as drawings, where an issue like professional liability must be considered. Fms should identify and resolve these issues before work begins.

Facility data is a valuable resource for which an fm is both custodian and guardian. It is important to maintain, revise, and use data effectively so that its value is conveyed to staff, customers, and upper management. Each group places different values, demands, and expectations on data, so fms should carefully choose management tools that enable them to enter, access, manipulate, and retrieve data; develop information; and put that information into the context of experience to enhance knowledge and ability to act.

Reprint from June 2011 issue of Today’s Facility Manager.

Centennial Associates, Inc. provides support for our customers with software, equipment and inventory specialists to implement inventory/asset and maintenance management systems.

Call 585-671-0544 to discuss or for quote.