The handover from project teams to operations teams in construction is a critical moment. Still, it’s often riddled with problems, especially when it comes to the documentation stack. 

If you’re in the industry, you’re familiar with the pain: incomplete, inconsistent, or unusable as-built drawings that make it impossible for operations teams to support or expand systems in the future. This is particularly true for addressable and networked devices, where the stakes are high and the data must be precise. 

Today, I’m diving into why this problem persists, why it’s such a big deal, and how a simple, proactive solution can transform the process, ultimately saving time, money, and headaches. 

The Current State of As-Builts

Let’s start with the problem. When a project wraps up, operations teams are handed a stack of as-builts—if they’re lucky. These documents, meant to reflect the final state of installed systems, are often a mess. You might get a PDF from one trade, a CAD file from another, and a handwritten sketch from someone else. None of these are interactive, and they rarely include the critical details operations teams need, like MAC addresses, serial numbers, or device histories. 

For networked devices, such as HVAC controls, security systems, or IoT-enabled equipment, this lack of standardized, accessible data poses a disaster waiting to happen. Without it, troubleshooting, maintenance, or future expansions become costly guessing games. 

Imagine trying to replace a faulty device only to realize you don’t know its specifications or warranty status. Or worse, planning a system upgrade without knowing what’s already installed. This isn’t just inconvenient; it’s a systemic failure that drives up costs and delays. 

Root Causes: Why This Keeps Happening

Why does this happen? It all boils down to a lack of foresight and standardization during the project itself. Trades are focused on installation, not documentation. They are not incentivized to collect detailed data. Even when they do, there is no unified system to organize it. 

Commissioning teams might catch some discrepancies. By then, though, it’s often too late to gather missing information without expensive audits. The result? Operations teams inherit a patchwork of documents that don’t talk to each other, leaving them to piece together the puzzle—or pay someone else to do it. 

The Simple Fix: Standardize from the Start

Here’s where the solution comes in. The key is to address this problem before the project even starts, through precise specifications and the right technology. 

Mandating a universal asset registry as part of the project scope ensures that every contractor collects and organizes critical data from day one. The result is a tool that makes the trades’ jobs easier while creating a single source of truth for everyone involved. 

Picture this: a contractor walks onto the site with a mobile app that’s simple to use. They scan a barcode or sticker on a networked device, and the app logs its MAC address, serial number, and location on an interactive floor plan. No need for complex CAD software or tech expertise—just a straightforward process that fits into their workflow. 

As they install devices, they’re building the as-built documentation in real time. This isn’t just a win for the contractor; it’s a game-changer for the entire project. Commissioning teams can use the same platform to share punch list items tied directly to specific devices and locations, streamlining communication. 

General contractors get visibility into project progress and outstanding issues, allowing them to make data-driven decisions about retention payments. And when the project is handed over, operations teams receive a fully interactive, searchable database of as-builts containing all the necessary data to manage systems effectively. 

Simplicity is Key

Simplicity is critical here because the trades aren’t always tech-savvy. In fact, they shouldn’t need to be. A complicated tool will often sit unused, but a user-friendly app becomes an integral part of the daily routine. Contractors appreciate this approach because it reduces paperwork, clarifies expectations, and facilitates two-way communication with commissioning teams. Every punch list item and every update is tracked in one place, creating a clear history of what has been done and what still needs attention. 

General contractors appreciate it, too. They can see exactly how far each trade has progressed and how many punch list items remain, making it easier to enforce accountability and ensure data accuracy before releasing payments. 

But the real value comes at handover. With all its historical data, the platform becomes the operations team’s go-to resource. No more digging through stacks of PDFs or decoding cryptic drawings. Regardless of their technical skills, anyone can select a technology, pull up its as-builts, and access the data, from installation details to warranty statuses. If a device fails, you can check its history to see if it is still under warranty or if it has had issues in the past. 

Setting the Standard to Reap the Rewards

This level of transparency and accessibility isn’t just convenient; it’s a cost-saver. And if your budget eventually allows for a digital twin or an interactive BIM model, you’ve already got the data ready to go. It removes the need for expensive audits or asset surveys. 

This approach acts like an insurance policy for your project. Plus, it’s remarkably cost-effective. By specifying the use of an asset registry and a simple mobile app in the project scope, you shift the responsibility to the contractors while giving them a tool they like to use. 

Integrate it with platforms like Procore, and you have seamless data sharing across the board. Project progress, punch lists, and as-builts all in one place. General contractors, commissioning teams, and operations teams all benefit from the same single source of truth. 

By making an asset registry a non-negotiable part of your specifications, you’re not just solving today’s handover headaches. You’re setting your project up for long-term success. Operations teams will appreciate your efforts, contractors will benefit from the clarity, and your budget will remain intact. 

The Next Step

If you’re involved in construction, whether you’re an owner, a general contractor, or a specifier, start advocating for this approach now. Include it in your project drawings, make it part of the scope, and choose a platform that prioritizes simplicity and integration. 

The technology exists, the benefits are clear, and the cost is minimal. Don’t let poor documentation derail your next project. Specify smart, build smart, and hand over a system that’s ready for the future.