In any building—whether it’s a university campus, a healthcare center, or a city facility—maintenance is nonstop. From changing air filters to replacing outdated systems, every task depends on accurate documentation. And yet, too often, the paperwork that supports building operations is anything but organized.
Manuals, maps, shut-off guides, maintenance logs—all essential for daily tasks—are commonly stored in binders, filing cabinets, or inconsistent digital folders. When teams can’t find the right document at the right time, it leads to delays, safety risks, and added costs.
That’s where a reliable document management system makes the difference. It brings structure, speed, and accessibility to the complex world of Operation and Maintenance.
The Daily Cost of Disconnected Documentation
Consider a technician responding to a fault in the electrical system. If they have to dig through outdated plans, drive back to the office, or call someone who might know where the panel is—it’s a waste of time and a risk to safety. Multiply that by every maintenance request, and the operational cost becomes significant.
Common issues facilities face include:
Incomplete or missing Operation and Maintenance records
Paper documents damaged, lost, or hard to update
Information scattered across departments or platforms
No consistent method for document version control
Long delays in locating warranty or vendor details
These gaps create friction that slows down even the most experienced maintenance teams.
What Is a Document Management System?
A document management system is a digital platform designed to organize, store, and retrieve building-related documents. Unlike traditional filing or basic shared drives, it allows for faster searches, better collaboration, and secure mobile access.
Key Benefits for Facility Teams:
Quick Searchability – Find manuals, floor plans, or inspection reports with keywords or tags
Centralized Storage – All documentation stored in one secure location
Mobile Access – Access critical files in the field, not just at a desktop
Version Control – Avoid confusion by maintaining only the latest file versions
User Permissions – Share or restrict access based on team roles
These features help teams work more efficiently, especially during repairs, inspections, or emergencies.
Why Operation and Maintenance Documentation Is Crucial
The Operation and Maintenance phase lasts decades—far longer than construction or design. During this time, building systems require regular servicing, upgrades, and emergency fixes. And every one of those actions relies on having the correct documentation available.
Well-managed OM documentation supports:
Preventive maintenance to extend asset life
Troubleshooting procedures that reduce guesswork
Part replacements using exact manufacturer specifications
Vendor coordination with detailed service histories
Audit preparation through accurate historical records
Without this data, teams are left to guess, often repeating work or causing unnecessary system strain.
Improving Compliance, Continuity, and Planning
In today’s regulatory environment, documentation is not optional. Facilities must demonstrate compliance with fire codes, environmental regulations, accessibility standards, and more. A digital document management system helps track and present the necessary materials during inspections—without the last-minute scramble.
It also ensures continuity when staff members leave. Institutional knowledge stays in the system, not just in someone’s memory, allowing new technicians or vendors to get up to speed quickly. Over time, this leads to better planning, safer buildings, and smarter asset management.
Supporting the Future of Digital Documentation
ARC Facilities helps facility teams eliminate inefficiencies caused by outdated or scattered documentation. Their solution transforms physical documents and static files into a fully digital, mobile-accessible document management system that includes all essential Operation and Maintenance data.
Whether you're managing routine maintenance, emergency response, or long-term capital planning, ARC ensures the information you need is always just a few taps away.
