Building and information modelling (BIM) records
BIM is the digital representation of physical and functional characteristics of a building, piece of physical infrastructure or environment.
BIM records are public records if they are made, received or kept by a public authority in the course of carrying out its business activities and provides evidence of the activities, affairs or business of the public authority. Public records can be in any format and includes data, records, information and associated metadata.
The benefits of BIM:
- The information contained within BIM enables richer analysis of records than traditional processes. BIM also allows information created in one phase to be passed to the next for further development and reuse. This means that project phases become more efficient and there is less duplication of records created during the project.
- BIM supports the management and production of information during the lifecycle of infrastructure assets and can deliver beneficial business outcomes including reduction of risk and reduction of cost through the production and use of asset and project information models.
- BIM allows public authorities to work on infrastructure projects in collaborative environments to achieve higher levels of quality and greater reuse of existing knowledge and experience. An added benefit of this collaboration through the use of BIM is that information is more likely to be communicated, reused and shared more efficiently whilst reducing the risks of loss, contradiction or misinterpretation of information.
- The implementation of BIM enables public authorities to manage their permanent, temporary, and short term or transitory value records for infrastructure assets in a more efficient and collaborative way.
| Why is it important | Consequences of poor BIM records |
|---|---|
| Infrastructure is a cornerstone deliverable of government | Lack of data integrity, quality, accessibility, loss, visibility, sharing issues Not available for current and future generations |
| Provides benefits to the community including economic growth, population growth, community development and increased productivity for a range of industries | Low performance (e.g. safety, infrastructure maintenance, limits opportunities, reporting), reputation damage |
| Valued at >$300 billion (Qld) | Non-compliance with governance and legislation frameworks |
| Vital that these assets are managed in the most efficient and resourceful manner for the benefit of all Queenslanders | Interoperability issues, difficult to implement machinery of government issues and stifles government innovation |
How are BIM records made and kept?
BIM records should be actively managed in accordance with the requirements of the Act for as long as they are required to be kept for business, legal, access and other purposes.
Include in your BIM contracts considerations related to the ongoing use and management of BIM records to cover use, ownership and IP considerations.
| Key issues | Relationship to BIM records | Factors for consideration |
|---|---|---|
| Permissible use | BIM records will be created and used over the range of project phases in an asset’s life cycle. Multiple parties will require access to BIM records over the life of an asset. For example, information will need to be shared between the architect, structural engineer, mechanical engineer, civil engineer, contractors, subcontractors, surveyors and generally with any stakeholder in the project that has a need for information. In the context of BIM records and this guideline, permissible use refers to recordkeeping considerations associated with setting up permissions for who can view, access and use BIM records through an asset’s life cycle. | BIM records may be created by external stakeholders or modified by external stakeholders. To avoid duplication and ensure integrity of the BIM records, common or shared BIM records that are required to be accessed by a number of participants need to be identified, and the responsibility for their creation and maintenance allocated and managed. It is important that contracts are clear on a range of factors related to BIM records, including:
Consideration of these type of recordkeeping factors will help to ensure the structure and quality of the BIM records is maintained, enabling their efficient use and reuse over the life of an asset. |
| Reliance data | In the context of BIM records, reliance data refers to ensuring the BIM records are complete and reliable representations of their corresponding physical asset. Contracts should ensure the level of rigour required of BIM records is specified to ensure they are true representations of an asset. | It is essential that the quality of information for BIM records can be verified as being complete and reliable representations of the physical assets, are up to date and the most current version. BIM records should provide up to date project information that can be used and trusted by any stakeholder that requires the information, including contractors, consultants and facility managers. The BIM record is the virtual equivalent of the physical asset and can be used to explore digitally before being physically created or inspected. |
| IP/ownership | Where BIM records are to be made for the design and construction of an asset, contracts need to cover intellectual property ownership considerations. For example, this includes when assets are handed over from the private sector to the public sector for the ongoing ownership and management of an asset. Contract considerations also need to include BIM records held on private devices, as public records can be created or managed in any location or device. | Intellectual property and ownership considerations will apply throughout the lifecycle of an asset, from its initial design, construction, ongoing maintenance and its final decommissioning. Issues such as authorship, ownership, risk and responsibility of exchanged BIM records should be taken into consideration. For example:
Where functions are outsourced to external service providers (including private organisations, shared service providers or other government entities), your public authority remains responsible for meeting your recordkeeping responsibilities under the Act. An outsourcing agreement will need to cover any public records on loan to the service provider as well as any new public records created during the outsourcing arrangement. Read Outsourcing arrangements, third party and shared service providers for more information on your responsibilities for the management of public records during outsourcing arrangements. |
| Maintenance | With the move to true digitalisation, traditional methods of creating, capturing and managing public records of infrastructure assets is changing. Fixed objects such as 2D models and as-constructed plans are being replaced by dynamic digital representations of infrastructure assets that enable updates and adjustments to be made by multidisciplinary teams across the lifespan of the asset. Within the BIM environment, identification of critical/key objects within the lifecycle of an infrastructure asset is still being understood. The object data (BIM record) will change and develop as the project progresses and will become rich with relationships, adding to the story. If a BIM record is deleted during the lifecycle of the infrastructure impacts need to be understood, particularly to the overall story. At this stage, the BIM records identified under the short term or transitory value can be destroyed when business use ceases. All other BIM records (data, information, records, metadata) will be kept for the life of the infrastructure or permanently. BIM records are not just the formal exchanges. | Workflows and model development are moving from a linear approach along with the development of fixed discrete objects. As data objects develop and are updated over time the level of detail and complexity increases. Processes and business rules will need to reflect these changes. This includes ensuring version history is documented so that whenever BIM records are accessed and shared by third parties, any modifications are captured and where appropriate, a single point of truth object is maintained. |
Include in your BIM implementation strategy a plan to actively monitor and manage BIM records to mitigate degradation and obsolescence issues.
| Key issues | Relationship to BIM records | Factors for consideration |
|---|---|---|
| Interoperability | BIM records should be managed in interoperable systems. Interoperable information, systems and processes improve information quality, integrity and enable information to be found, managed, shared and re-used easily and efficiently. | Interoperability supports the use and reuse of government information and data as key assets and can:
reduce the cost of information and data management through reuse and shared infrastructure. |
| Preserve digital records | Access to and use of digital records rely and depend upon a range of external factors, including software, hardware and media. Due to changes in technology, technological obsolescence and poor information management practices across the lifecycle of digital information place BIM records at risk of losing their integrity and authenticity, or simply becoming lost or inaccessible. | Most BIM records will likely be required to be managed for the life of the physical asset. That means that the digital asset must be managed the same way as you would the physical asset. This is challenging however, as digital assets will likely degrade quicker than the corresponding physical asset. The longevity of digital records can be compromised due to a number of factors, including:
These factors present an increasing problem for digital records when considering the lifecycle of the buildings they represent (50 to 100+ years). You will need to maintain, refresh and update digital storage media every 5 to 7 years to ensure records remain accessible. You might consider monitoring this in a media refresh (migration) plan. It is important that you carry out regular checks for deterioration. Media may need to be refreshed sooner if there are signs of deterioration. In addition, it is important that you are aware of and document factors such as file type, format, version and media used for storage of BIM records. |
Migration and emulation Migration is one of the most commonly used approaches for preserving digital records and is a means of refreshing storage media. The main types of migration are system migration, version migration, and format migration. Migrating records may be necessary when decommissioning or replacing a business system. There are risks involved in migrating records. Careful planning will help reduce risks and ensure that records are authentic and accessible in the new system. Emulation involves using current technologies to recreate an operating environment and software performance so that records can be kept in their original format. This is only possible with specialised knowledge of aging technologies. | Retaining superseded versions of software to view or edit the BIM records is problematic as it may not be compatible with current hardware and operating systems, or even trained staff familiar with older software. Upgrading the digital database by regular ‘maintenance’ to current versions of proprietary software is a probable solution. Non-proprietary file formats may be an alternative viable long-term solution. | |
| Sustainable Digital File Formats | Given the retention requirements for BIM records and the likely need to share between a range of external stakeholders during the life of the asset, it is important that file formats are chosen that reduce the risk of these records becoming inaccessible over time. For example, buildingSMART Australasia has defined ‘Open BIM’ as a process where the digital BIM prototype is structured in a non-proprietary, open-standard format and the associated processes are supported by industry-standard tools for managing information exchange between proprietary software tools and open access to standardised object libraries that host manufacturer’s product data. These open formats support collaboration and provide customers with the freedom to choose any BIM software solution, which meets their business needs, knowing that they can share their BIM data easily with others who use different software solutions. | Wherever possible, BIM records should be created in ‘low risk’ formats. Low risk formats are formats that are likely to remain accessible for long periods. Criteria that can be used to establish low risk formats include the following:
|
How long are BIM records kept?
BIM records are covered under disposal authorisations 2421, 2422, 1270, which outlines the minimum period BIM records must be kept. Disposal of public records before these minimum periods are reached and/or without authorisation from the State Archivist may be in breach of s.23 of the Act.
The retention of BIM records is not based on technology but on the need, use and re-use of those records by government and the community. Most BIM records will be required for the life of the infrastructure asset, but will fall within 3 categories:
- permanent value BIM records with enduring significance to the people of Queensland
- temporary value BIM records required for the life of the infrastructure asset
- short term or transitory value BIM records.
| Criteria | Exclusions | State Archivist’s authorisation |
|---|---|---|
Can be destroyed at the end of their approved minimum retention period. Temporary value BIM records are records that do not:
| Temporary value BIM records must be retained for longer when:
| 2422 |
Retention and disposal requirements
Temporary value BIM records:
- use 2422 to dispose of temporary value BIM records at the end of the approved minimum retention period
- is any public record, including information, data or metadata, that provides context and meaning to the infrastructure asset records
- must be retained by the public authority for a minimum of 12 years after the transfer, disposal or demolition of the infrastructure asset.
Public records may include, but are not limited to:
- building plans
- design specifications and design briefs
- environmental impact statements and environmental monitoring
- investigations into and reports on the infrastructure asset
- budgetary estimates
- cost benefit analyses
- remedial actions
- consultations, submissions, tenders and contracts
- project management plans
- building and development applications
- assessments and investigations
- valuation certificates
- details of preparation undertaken before disposal of infrastructure asset
- final, approved versions of contracts of sale
- statutory licences
- legal advice
- inspection certificates
- technical and inspection reports
- installation negotiations and approvals
- infringement notices
- major repairs and unplanned maintenance which affect the structure of the infrastructure asset
- restraint and enforcement orders
- notifications
- certifications
- approvals
- equipment installation
- warranty information for the elements in the assets.
| Criteria | Exclusions | State Archivist’s authorisation |
|---|---|---|
Short term or transitory value BIM records:
comply with a protection notice issued by the State Archivist | Short term or transitory value BIM records must be retained for longer when:
| 1270 |
Retention and disposal requirements
Use 1270 for short term/transitory value BIM records once no further business action is required.
Public records may include, but are not limited to:
- drafts that do not show the substantive evolution of decision-making or policy development including drafts with minor changes such as writing style, formatting and spelling
- operating systems and server logs which are not used to show a history of access or change to data
- back-up tapes
- pre-processing, intermediate and transient data created by the application as part of routine operations
- reference copies of BIM records
- reports generated from master control records
- drafts which do not proceed & no final version is created.
The QSA Appraisal Statement contains seven key characteristics for permanent value records that have enduring value to the people of Queensland. To be classified as a permanent value public record using the QSA Appraisal Statement, public records must meet the criteria of one or more of these characteristics.
Examples of existing buildings that meet the permanent value criteria include:
- the former Commissariat Store (Brisbane)
- Government House (Brisbane)
- Mackay Central State School
- Ipswich Court House.
| Criteria | State Archivist’s authorisation | |
|---|---|---|
| Heritage value | Infrastructure assets with recognised heritage value are those that are included on:
| 2421 |
| Controversy | Infrastructure assets that arouse controversy, public protests on a large scale or have extensive media attention have enduring value for the people of Queensland. | 2421 |
| Environmental value | Infrastructure assets with environmental value include those that use unique or eco-friendly construction techniques or those assets that cause significant, long term changes to the landscape e.g. construction of dams. | 2421 |
| Innovative value | Infrastructure assets with innovative value include structures that used or pioneered non-standard construction materials and methods. | 2421 |
| Cultural, rights and entitlements value | Infrastructure assets with cultural value are those structures that have a strong or special association with the community or have high aesthetic attributes valued by the community. Infrastructure assets with importance to Aboriginal and Torres Strait Islander communities. | 2421 |
| Industry recognised | Infrastructure assets that have received an architectural or design award. | 2421 |
Retention and disposal requirements
Permanent value BIM Records:
- The following BIM records have enduring value to the people of Queensland and must be retained permanently. Note, these are not limited to infrastructure assets.
- All records for significant infrastructure assets – except those valued and disposed of as short term or transitory value records – must be retained permanently.
- Use 2421 to transfer permanent BIM records to QSA within 12 months after the transfer, disposal or demolition of the infrastructure asset or once all business use has ceased and the records meet the permanent value criteria assigned by QSA.
Additional permanent value records for significant infrastructure assets may include, but are not limited to:
- asbestos removal control plan and clearance certificate
- condition treatment reports and conservation reports
- applications seeking changes to heritage places
- notifications or orders from the Queensland Heritage Register
- advice and submissions given to or received from heritage bodies regarding maintenance, repair or adaption to heritage places
- heritage agreements
- conservation management plans
- Architectural scale models of winning designs.