Kumar Wiratunga’s Advice on How to Succeed with Paperless Facilities Management
During technology VP Kumar Wiratunga’s time at ARC Document Solutions and SKYSITE InfoLink (an app that lets users manage facilities documents from their desktop or mobile device), he’s witnessed a lot of change in facilities management. But he’s noticed one professional desire has stayed the same: FMs wanting an easy way to efficiently manage their docs without paper.
Paper Is Costing Facilities Managers and Organizations
Until fairly recently the options for creating a paperless work environment relied on a fractured set of solutions, such as email and FTP, to produce the desired result. Thanks to the advent of the cloud and mobile tech in facilities management this is no longer the case. Facilities managers, regardless of sector, can now paperlessly manage design, O&Ms, and As-Built documents.
The problem, Wiratunga reports, is that local government officials, facilities managers, project managers and others working with facilities documents are not taking advantage of this tech, leaving money on the table. The lack of adoption is a surprising fact when considering the potential reduction in document storage and retrieval costs could be 20 percent or more.
Document Storage and Retrieval = Time & Money & Communication
Wiratunga explained that many professionals don’t realize that upgrading and streamlining document storage and retrieval processes saves employee work time and company money.
“SKYSITE InfoLink in particular handles the transition package to the owner of a recently built structure, and provide them to the existing building management group,” Wiratunga said. “And of course we can also provide a Project Closeout package for a client.” The benefits of these smoother processes add up quick, boosting the bottom line.
While it might seem that construction and facilities management are wholly technically focused, numbers-based endeavors, those numbers are just one part of the work.
“Construction is a business of communication.” Wiratunga said. Tech, like SKYSITE Infolink, streamlines the conversation by allowing updates to be distributed painlessly and provide quick information access. But in order for FMs and their organizations to leverage these benefits old methodologies must be left behind.
Disrupting How Companies Think about Document Storage
Changing how companies view documents and adopting helpful technology is a matter of overturning a long set of traditional document retention and management practices. For Wiratunga, cloud based FM solutions are the catalyst for this change:
“We want to disrupt the traditional thinking of company leaders regarding document storage, real time updates, and access to facilities documents.”
In the past, a company would have to store a box of paper records through a hard copy storage provider like Iron Mountain, costing $10 or more annually per box. Multiply that cost by dozens or 100s of boxes, then add the unrecognized cost of not having instant access to documents on a desktop or mobile device, and the old approach to document storage starts to make little sense.
While it’s clear that the best Iron Mountain alternative is a digital, cloud based solution, Wiratunga explained why this tech is so effective:
“Mobile and desktop facilities management solutions disrupt FMs’ thinking by showcasing better workflows and a better way to manage their information,” Wiratunga said.