Every AECO project generates torrents of data: models, drawings, field photos, contracts, RFIs, specs, schedules, you name it. If you don’t tame this data, it becomes chaos. But with intention, you can turn it into something useful for both your internal AI capabilities and the owner receiving the project.
When done right, you don’t just hand over a building or infrastructure—you hand over clarity, confidence, and longevity.
Why It’s Urgent
- The average storage footprint for engineering firms grew from ~0.905 TB in 2018 to ~8.375 TB in 2023, a more than eight-fold increase.¹
- BIM implementation shows measurable impact: Across multiple case studies, BIM adoption reduced project timelines by ~20% and costs by ~15%, while lowering design errors by ~30% and RFIs by ~25%.²
- In facility operations, integrating BIM with facilities management delivers real operational benefits—it enables improved work order efficiency, better tracking of assets, and smoother transitions at handover.³
- Reviews of “BIM for facility management” (BIM-FM) show that BIM helps with energy modeling, lifecycle cost tracking, and maintenance strategy across many projects, though challenges remain in data interoperability.⁴
Five Moves to Make Data AI- and Owner-Ready
Here’s a five-step playbook you can adapt for your firm:
1. Centralize With Structure Start each project with a consistent taxonomy (e.g., /Architecture, /MEP, /Contracts, /Closeout). Organized data is easier for AI to index and for owners to browse.
2. Govern Access and Permissions Each project role requires tailored access. Designers and engineers require space to collaborate, subcontractors should access task-specific files, and owners should receive curated deliverables. Role-based permissions with staged off-boarding protect sensitive data while building trust across the project team.
3. Enrich With Metadata and Context AI relies on project ID, phase, revision, and approval status tags. Owners need the human story, like why a decision was made, what constraints existed, and what trade-offs were considered. Pair both for the maximum value.
4. Build for Turnover From Day One Closeout isn’t just a final folder drop. Structure your data continuously for handover—warranties, O&M manuals, commissioning logs, asset tags, maintenance plans—so it plugs right into facility systems.
5. Communicate in Layers Executives want dashboards. Owners want summaries and asset data. Specialists want full models and appendices. Tier your deliverables: summary → overview → deep dive.
Pitfalls to Avoid
Set yourself up for success by preventing these issues:
- Disconnected silos that block AI indexing or complicate handoff
- Overly technical deliverables without plain-language explanations
- Decisions or changes made without clear logs
- Inconsistent reporting formats over time
- Engaging operations too late, leading to rework or poor handover
Why It Pays Off
When AECO IT leaders succeed in making data both AI-ready and owner-ready:
- Owners trust you more: they see clarity, not chaos.
- Teams work smarter: AI capabilities have structured, usable input.
- The firm future-proofs itself: It lays the foundation for digital twins, predictive workflows, and lifecycle insights.
In essence, you’re not just delivering a building or infrastructure, you’re providing a living knowledge asset that persists beyond construction.
ARKANCE Editors
ARKANCE editors share insights, trends, and innovations shaping the built world, helping industry professionals stay ahead in a rapidly changing industry.