Breaking Down AEC/O Data Silos: Why Centralized Information is Key for Owners

Building owners face a common challenge: disconnected data. Information is scattered across departments, systems, and projects, and critical details can be lost, duplicated, or outdated. This fragmentation leads to costly mistakes, delays, and inefficiencies.

Data fragmentation in the construction industry costs companies billions annually, with insufficient data alone responsible for an estimated $1.8 trillion in global losses in 2020.

This staggering figure underscores a critical challenge: disconnected information across projects and departments is not just an inconvenience but a financial sinkhole, eroding profits and hindering progress. Up to 20% of project costs are attributed to unnecessary rework due to poor data management.

The industry generates 2.5 quintillion bytes of data daily, which creates enormous potential for costly errors and inefficiencies. Yet, shockingly, only 0.5% of construction data is used efficiently.

In an era where data drives decision-making, the construction sector's fragmented approach isn't just outdated—it's financially crippling. The hidden costs of disconnected systems are silently sabotaging projects, with some teams spending up to 60% of their workday wrestling with disjointed information.

This isn't just about lost time; it's about lost opportunities, diminished competitiveness, and a significant drag on the industry's potential for innovation and growth.

Why Data Silos harm Owners

Repeat Building Delivery Organizations—those managing multiple projects over time—suffer the most from data silos. Repeat Building Delivery Organizations (RBDOs) manage multiple construction or infrastructure projects over time. These organizations include:

• Large real estate developers
• Government agencies overseeing public works
• Healthcare systems expanding their facilities
• Educational institutions managing campus expansions
• Retail chains opening new locations

For example, a national retail chain planning to open 50 new stores nationwide over five years would be considered an RBDO. These organizations face unique challenges when it comes to data management because they need to:

• Maintain consistency across multiple projects
• Transfer knowledge and best practices from one project to the next
• Manage a vast amount of data spanning different locations, timelines, and teams
• Ensure compliance with varying local regulations and standards

RBDOs suffer more acutely from data silos because the fragmentation of information across projects can lead to:

• Repeated mistakes that could have been avoided if lessons from previous projects were quickly accessible
• Inefficiencies in procurement and resource allocation due to lack of centralized data
• Missed opportunities for cost savings through standardization and bulk purchasing
• Difficulties in maintaining a cohesive brand or design standard across multiple locations

By centralizing data and breaking down silos, RBDOs can significantly improve their operational efficiency, reduce costs, and deliver more consistent results across their portfolio of projects as demonstrated by Stantec. 

The Case for Centralized Building Data

Faster, Smarter Decisions
Access to accurate, up-to-date information means teams can respond quickly. A centralized data system enables stakeholders to make project decisions based on real-time insights. For example, Ground Breakers Construction reported that having live, up-to-the-minute data at their fingertips helped them make quick decisions that save time and money.

Better Project Outcomes
Standardized data ensures consistency across all projects. Centralized data reduces human errors that lead to waste and conflicts, helps teams hit deadlines, and allows for better risk mitigation. A study by Dodge Data & Analytics found that 61% of contractors using centralized project data reported improved project outcomes.

Improved Cost Control
Reducing redundant work and errors lowers expenses. Centralized data management can lead to cost savings of 10-20% on data center budgets, according to Gartner research. The Federal Data Center Consolidation Initiative demonstrated $2.8 billion in savings between fiscal years 2011 and 2015 through centralized data management.

Long-term Asset Value
A single source of truth supports proactive maintenance and lifecycle planning. Centralized building data enables more accurate forecasting of maintenance needs and helps optimize the lifecycle of building assets. For example, using centralized data for predictive maintenance can reduce maintenance costs by up to 30% and eliminate breakdowns by up to 75%.

Stronger Compliance
Meeting industry standards and regulatory requirements becomes simpler. Centralized data management helps ensure compliance with standards like ISO19650 and industry-specific regulations. This can lead to reduced risk of non-compliance penalties and improved audit outcomes.

Return on Investment
Investing in centralized building data management can yield significant returns:

• Cost Savings: Organizations adopting centralized data solutions can cut their data management budgets by 10-20%.
• Operational Efficiency: Centralized data management can lead to a 15-25% increase in productivity across various departments.

By centralizing building data, organizations can not only improve their immediate project outcomes but also position themselves for long-term success in an increasingly data-driven industry. The initial investment in centralized data management often pays for itself through improved efficiency, reduced errors, and better decision-making capabilities.

What Does Centralized AEC/O Data Look Like?

A centralized data platform like dRofus consolidates information across all phases of a building's lifecycle, providing a single source of truth for AEC/O projects. Here's how each component contributes to the project's success:

Project Requirements
dRofus enables clear documentation of owner needs from day one, ensuring that all stakeholders have a shared understanding of project goals. This component:

• Captures and organizes client requirements in a structured format
• Allows for easy tracking and validation of requirements throughout the project
• Facilitates better decision-making by linking requirements to design elements

Design & Construction Data
As a structured repository of models, drawings, and specifications, this component in dRofus:

• Integrates seamlessly with BIM tools like Revit and ArchiCAD
• Provides a centralized location for all design-related information
• Enables real-time collaboration between architects, engineers, and contractors

Asset Information
dRofus maintains detailed records of building systems and components, which:

• Streamlines the handover process from construction to operations
• Supports efficient facility management and maintenance planning
• Enables better lifecycle cost analysis and future renovations

Operational Insights
By capturing performance data for ongoing monitoring and maintenance, this component:

• Helps identify opportunities for energy efficiency improvements
• Supports predictive maintenance strategies
• Provides valuable data for future project planning and design

Role-Based Access in Practice
dRofus implements role-based access control (RBAC) to ensure that users only have access to the information they need for their specific roles. Here's how it works:

• Administrators define roles based on job functions (e.g., Architect, Project Manager, Facility Manager)
• Each role is assigned specific permissions (view, edit, delete) for different types of data
• Users are assigned one or more roles, determining their access levels
• Access is automatically updated when roles change, simplifying user management
  
  

Version Control in Practice

dRofus's version control system ensures that all stakeholders work with the most up-to-date information while maintaining a history of changes. Key features include:

• Automatic tracking of all changes made to project data
• Ability to view and compare different versions of documents or models
• Option to revert to previous versions if needed
• Clear audit trail showing who made changes and when

This system prevents conflicts arising from outdated information and provides accountability throughout the project lifecycle.By centralizing data and implementing robust access controls and version management, dRofus significantly enhances collaboration, reduces errors, and improves overall project outcomes in the AEC/O industry.

Practical Steps to Break Down Silos

1. Define Standards Early – Establish data requirements at the start of every project. Ensure consistency across all teams.

2. Choose a Scalable Platform – Invest in a system that supports structured data management across multiple projects.

3. Enforce Data Governance – Assign responsibility for maintaining data integrity and access.

4. Train Teams on Best Practices – Educate staff on why structured data matters and how to use the system effectively.

5. Integrate Systems – Connect design, construction, and operations data through APIs and cloud-based tools.

6. Monitor and Improve – Regularly audit data quality and refine processes to ensure continued accuracy.
   

Real-World Success Story - Helse Bergen HF

Helse Bergen HF, Norway's largest healthcare construction project since 1983, utilized dRofus as a centralized master asset database for their Glasblokkene Trinn 2 project. This approach created a "golden thread" of information connecting all project phases and stakeholders. The result was improved collaboration, real-time project status tracking, and significant cost savings across the project's lifecycle.

Future Trends in Building Data Management

Looking ahead, the AEC/O industry is poised for further transformation in building data management. The integration of AI and machine learning with centralized data platforms like dRofus is expected to revolutionize predictive analytics and decision-making processes. Digital twins, powered by real-time data from IoT sensors, will become increasingly prevalent, offering unprecedented insights into building performance and enabling proactive maintenance strategies.

Take Control of Your AEC/O Data Today

Don’t let disconnected information hold you back. A centralized data strategy improves efficiency, reduces costs, and future-proofs your assets. The longer you wait, the more risk you take on. Start now—define your data standards, implement the right tools, and empower your team with reliable, actionable insights.

Ready to eliminate data silos? Book an obligation-free demo to learn how a structured approach can transform your projects and operations.