What ever you want to achieve from Facilities or Asset Management, and whatever IT system it is based upon, the quality of information that will be extracted is dictated entirely by the quality of information that was first input.

Most systems are now based on a range of data held such as drawings, maps, photographs, reports and database lists, and there are many preparatory and bespoke software systems available that will pull all of these resources together via a neat and navigable user-friendly front-end menu system.

However what is often lacking from the asset tracking process is the all-important accurate base information from which you expect to be able to make informed judgements and decisions. What computer systems offer (and old manual systems never could), is the opportunity to analyse that information down to the last nut and bolt, millimetre, or full stop.

That's why it is essential that a system is set up using accurate base information in the first place and that all subsequent data is carefully and accurately added and is both specific and timely. Therefore information that was once sufficiently accurate for a manual system may be no longer relevant in the IT age. That being the case new and up to date survey data is required.

In most cases, the process starts with an accurate base CAD plan of land and buildings. These plans can be supplied in various digital formats to suit different systems. From this point onwards the type and level of information collected depends on project requirements.

Typically, the survey will be carried out using a combination of digital cameras and the latest laser survey instruments linked to palm-top computers loaded with the relevant data capture and drawing software. This system allows the surveyors to draw the building plan and add information as they progress, and being able to do this on site reduces the risk of information errors or omissions.

As the building plan is being surveyed to millimetre accuracy, details such as room heights, opening details, finishes and condition, furniture types can be added by the surveyors as attributes in the new drawing. The exact location of items or features can be added to the drawing and moveable assets, such as furniture can be uniquely labelled or tagged to enable registering and tracking through the building or for manipulation as part of a space planning exercise in the future.

The attribute data is then held in a database linked to the drawing which allows interrogation of data from either source. Asset registers or bills of quantities, for instance, can be automatically generated.

Once complete, the survey provides comprehensive information all in digital format which can be viewed or manipulated within a facilities management software or other common individual office software packages.

The amount and type of data collected obviously depends upon purpose. However, with quality data collected and processed in a total digital environment, decisions regarding space planning, contract and maintenance projects, asset management, planning, tracking and valuation, to name but a few, are more informed and subsequently substantial cost savings can be achieved.