Robert’s main point was that documentation needs to be accessible, coherent, and properly managed in order to support operations, maintenance, and future changes. The path to achieving this begins with understanding the current situation and taking manageable steps.
When the information is available but still cannot be used
Facility information includes both documents and technical data on equipment and systems. In a facility with a long history, this documentation may be stored in binders, on old storage media, on individual computers, and in various IT systems. The information is scattered and often lacks a clear connection to the facility’s structure. Even when the documents are digital, questions remain about where they are located, what they describe, and which version is current.
Robert described how searching for and verifying information takes time away from the work that the information is intended to support. Maintenance is a clear example, but the same problem affects operations and process engineers, as well as projects aimed at retrofitting or developing the facility. When a flow diagram, a valve list, and a data sheet provide conflicting information about the same valve, it is not enough simply to locate the documents. Someone must also resolve the contradiction.
Reliance on the knowledge of individual employees makes the situation more vulnerable. Employees change jobs, external parties are hired, and work is performed remotely. Knowing which binder or server contains the correct documentation must therefore become part of a shared approach to work.
Ownership must track the information throughout its entire lifecycle
A key issue addressed in the lecture was the handoff between the project team and operations. The project team defines requirements and receives documentation from suppliers, while others are then responsible for using and maintaining that information. If those responsible for operations do not participate in the requirements definition process, the deliverables may be in formats or structures that are difficult to manage.
Even when the design work is performed externally, the facility owner needs to be able to manage the documentation. Drawings, lists, and models retain their value long after the project is completed. Robert pointed out how ownership is sometimes lost when the organization receives exported documents or models but lacks a viable way to keep them up to date.
Automation must also be part of the same information flow. There are requirements regarding software and firmware, among other things, while information from drawings and lists is used in programming. When data is transferred manually and changes are not carried over between systems, there is an additional risk that the underlying data will differ. A collaborative effort must therefore involve multiple disciplines.
Three Steps from Files to Cohesive Data
Robert described a three-step process. The first step is to provide context for files through metadata and document management, so that they are easier to find and manage. Just because a Word document or a PDF is stored in a folder does not automatically mean that the information is sufficiently searchable.
The second step is to digitize older paper documents in a way that makes them usable. OCR scanning makes the text searchable, unlike a PDF, which contains only an image. The third step is to transfer important technical information from documents and lists into structured data linked to the facility’s assets.
With a shared source, data sheets and lists can be created based on the same information. Documents also do not need to be duplicated for each piece of equipment: an operating manual that applies to multiple pumps can be linked to the respective items. This way, anyone searching for a pump can find both its technical data and the documentation associated with it.
Make the information available where the work is being done
Once the structure is available at Location , the information can be linked to the maintenance system. When creating a work order, the person performing the work should be able to access the relevant documentation without first having to search through multiple archives. Accessibility in the field is also important, and for some operations, fieldwork takes place in areas without cell service.
External contractors and designers need access that is appropriate for their assignments, with control over what they can see and do. Robert thus linked usability with access rights and information security. The more separate “information silos” there are, the more environments the organization needs to keep track of.
AI can help identify conflicts
The lecture also discussed AI as a potential tool for searching for and comparing information. If multiple documents list different values for the same item, AI can help identify which sources differ. This provides a starting point for further review, rather than determining which value is correct on its own.
Robert emphasized that this requires preparatory work. The information must be accessible, and the solution needs to respect the user’s permissions. Interpreting drawings and other unstructured data is also a particular challenge. The potential for AI support therefore reinforces the value of getting information management in order.
Start with the current situation and make improvements step by step
The specific advice was to assess the current situation, identify the challenges, and formulate a long-term goal with clear milestones. What can be improved quickly, and what will take more time? Before the organization invests in new systems, it should evaluate how far existing solutions can go.
As an example, Robert mentioned a production phase where simple tools worked well because someone was responsible for keeping the documentation organized and ensuring the work process was followed. Such a foundation can later be transferred to a more advanced system. With shared tags, clear responsibilities, and collaboration across disciplines, the improvements can be implemented in smaller subprojects.
The overall message of the lecture was that useful facility information requires both structure and ongoing management. When documents and data are linked, it becomes easier to find the right supporting documentation, identify conflicts, and keep the information up to date as the facility changes.
Do you recognize how much time is spent searching and double-checking? We’d be happy to help you figure out where things are getting stuck and what would make your day-to-day easier. Get in touch, and we’ll have a conversation about your facility information and a first step that feels achievable.
