I always have the site Facility Manager as the responsible party for the site's FM Library.
For newer sites, most of the documentation is submitted by the GC in electronic format, but I always request a hard version as well, as facilities staff in most cases is still more comfortable going through binders than computers.
For smaller sites a couple of binders would cover the required documentation, for larger or more complex sites you can have up to 50 binders or more, anyway nothing more that what would fit in a normal bookshelf, that easily fits in the Facility Manager's office.
As you mention, it is interesting to also have a printed plans library and a table to work on them.
I haven't used any digitalization services, so I can'y comment on that.
Another related topic is regulatory documentation that must be kept onsite and the Firefighters manual, which is normally at the front desk or security officer's desk, to be provided to first responders the moment they arrive to the site.
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Oscar Estigarribia Assoc. AIA
Director Global Real Estate Facilities
Resideo
Boca Raton FL
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Original Message:
Sent: 04-20-2021 06:31 PM
From: James Rodriguez
Subject: Facilities Engineering Libraries
Fellow Corporate architects:
In our new pandemic influenced reality, we are looking at work from home impacts to the workplace, and I'd like to get your input on a particular element of space planning - Facilities engineering libraries.
Facilities generates a fair volume of physical (vs. electronic) data, including maintenance manuals, warranties, project close out/record/as-built drawings. They may also include building code books, manufacturers' binders, samples, hard copy prints or even original vellums or Mylar's. Often there is also space in these libraries to layout drawings for viewing, as well as positions for large format plotters/printers.
Maintaining library content is often not top priority. We often suffer from lack of resources to maintain them, and continuing work adds to the backlog.
Of course, there is documentation that a company is legally required to retain. But beyond that, how are you approaching the following:
- What information are you retaining/maintaining?
- Who is maintaining the Facilities engineering library? Are you acquiring third-party support for any function within the library?
- Technology solutions - there are many document scanning services available, but does anyone have experience with applications for managing scanned documents, and if so, which ones?
- Future trends - how do you expect digitization, remote work and related space reductions will impact the physical presence of engineering libraries?
Thank you for your input!
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James Rodriguez AIA
Project Manager
Boeing
Southern California region
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