Building / Block / House / Apartment Information Management:

Problem Statement: At the shared building (multi-residential) level, the situation is often even more fragmented and inefficient. Condominium buildings and housing blocks typically operate with partial records, informal communication, and weak institutional memory. Critical information about apartments, ownership, tenants, maintenance history, safety inspections, infrastructure systems, parking allocation, shared expenses, and service providers is frequently scattered among paper files, WhatsApps, private emails, external management companies, and ad-hoc spreadsheets. This leads to recurring disputes, delayed maintenance, budget leakage, compliance risks, and poor transparency for residents. Buildings lack a living digital audit trail that can support buying and selling property honestly and transparently, preventive maintenance, fair cost allocation, safety readiness, and long-term asset preservation.

1. 1.Residential building management not only reflects the dynamics of the community or urban society but also has the potential to influence and improve it. When buildings are well-managed, they can serve as models for collaboration, sustainability, and inclusivity, driving positive change in the broader local or urban landscape. Conversely, poor management can highlight societal challenges, such as inequality or lack of civic engagement.

Examples of how a building management reflects local society or community:

Decision-Making: A building where decisions are made collectively by residents reflects participatory democracy, while one managed solely by a third party might reflect centralized control.

Diversity and Inclusivity: A building with multilingual notices and accessible facilities reflects a community's commitment to inclusivity.

Conflict Resolution: A building emphasizing mediation over strict rules mirrors a collaborative and empathetic society.

Resource Allocation: A well-managed building with sustainable practices reflects an urban society prioritizing environmental responsibility.

Adaptation to Technology: A smart building using IoT for energy management mirrors a tech-savvy, future-oriented city.

Community Engagement: High participation in building initiatives mirrors an urban society with strong community ties and active citizenship. A residential complex with shared gardens and social events fosters a sense of belonging.

Socioeconomic Inequalities: Disparities in facilities, maintenance, or services reflect societal inequalities. A poorly managed building in a low-income area reflects the broader urban challenges of underfunding and neglect.

Environmental Sustainability: Buildings that fail to implement green initiatives reflect a society struggling with sustainability. Excessive waste and energy use in a building mirror a society with limited environmental awareness. A building with solar panels and waste segregation sets an example for other communities.

Community Cohesion: Buildings with frequent disputes and poor collaboration reflect urban societies grappling with cultural or economic divides.

Driving Societal Change: Buildings that adopt green practices, digital platforms, or participatory governance can inspire broader urban adoption.

1. 2.When it comes to shared-residence buildings – chaos is a fact of life: Owners, tenants, developer, state and municipal authorities, government regulation and directives, management company, committees, utilities agencies, vendors, maintenance subcontractors and services providers. Construction, preventive maintenance, repairs, extensions, refurbishments. Complex systems of: fire protection, lighting, water pressure, gas, sanitation, alarms, air-condition, cleaning, gardening, gym or a pool, coded entry keypads, elevators, game rooms, shelters, solar system, ventilation, heating, communication, CCTV, entrance control, security, TV and Internet. Plethora of issues: engineering, technical, legal, environmental, behavioural and financial: Emergency preparedness, signage, gates, parking, landscaped areas, mailboxes, annual budget, development projects, control of current/scheduled works, irrigation, legal issues, noise control, garbage collection, thefts, elevators, insurances, contracts, dues collection, hazardous materials, public nuisance and common events or meetings, financial aspects: money management, automated payments, expense tracking, personalized reporting.

INTEGRA BIM module tracks: elections, meetings, decisions, projects, works, budgets, expenses, collections, activities, complaints and alerts, irregularities, violations, transactions, reports, documents All of these actions will be easier to perform when the building’s payment system works smoothly, and the collection of the management funds is done in an orderly manner through BIM. 48 segments. Colour: Light Cyan.

Shared-Residence Building in Uppsala, Sweden – Annual Budget and Up-to-Date Collections and Expenses:

1. 3.INTEGRA manages a shared-residence building in 3 main areas: 1. Structure and composition of the building: common areas, spaces, systems, items, services, contractors, apartments, apartment owners and tenants. 2. Management of the building as a business, logistical and human complex - through: a committee, division of duties between committee members and communication between the tenants and the committee and service providers or the management company. 3. Management and control measures for each apartment owner vis-à-vis the tenants: contracts, collections, refunds, repairs, complaints, insurances, legal cases. The BIM module is one of the busiest, most extensive modules in INTEGRA – rich with diverse segment and with wealth of communication messages… INTEGRA tracks and stores all data, events, interactions, document and photos of a building and its apartments/units – from its handover until its demolition. For generations.

1. 4.BIM tracks ALSO every apartment / unit / House separately: Dwelling Information, annexed spaces (balcony, store, parking slot(s)), tenants, collections, expenses, legal events, maintenance/investments, contracts, furniture /goodies / valuables. The unit information serves the Residence-Shared Building Committee/Association, the Management company and every distinct landlord and/or tenant.

Shared-Residence, 35 floors, Building in Shenzehn, China – List of Apartments:

Shared-Residence, 7 floors, Building in Zurich, Switzerland – Apartments and Units

Shared-Residence Building in Heidelberg, Germany – Rentals Management:

1. 5. Analytical Benefits of INTEGRA BIM: Daily Life: Housing Availability, Household and Family size, Current Needs/Housing Deficiencies/Defects, Retrofitted Buildings, Newly Constructed Buildings, Apartment / Building Capacity and Occupation, Vacant Units, Single-Person Units, Single-Family Houses, Owner-occupied vs. Renter/Tenant-occupied units. Emergency: Buildings with: Underground Parking Lots, Fire Extinguishing Systems, Elevators, Hazardous Materials (HazMat), Water Sprinklers, Solar Panels, Central Gas Supply Systems. Utility Tracking: Monitors water, electricity, and gas usage for the entire building and individual units. Provides residents with insights to reduce consumption. Smart Systems: Automates lighting, heating, and cooling in common areas for energy efficiency. Enables integrating renewable energy sources (e.g., solar panel monitoring systems).

Shared-Residence Building in Seoul, South Korea – Rentals and Occupants Management for Landlords:

Shared-Residence Building in Greater London – History of Apartment – Log of Events:

1. 6.To facilitate the coordination among individual residents or homeowners in managing the shared parts of a building, some organisation for building management is needed. The first popular solution is forming statutory owners’ associations or residents committee. In most of the countries – only the apartments/units’ owners are legally entitled to elect their managerial body. In other places – also tenants are allowed to take part in these committees / statutory bodies. The second popular solution is that the homeowners or all residents appoint (outsource) external property management agent/company to manage the building on their behalf. In fact, in both of the models, the Building Committee shares responsibility for running ALL aspects of the property. All apartment/unit/lot owners in residential building schemes automatically become members of the Owners Group (OG). All owners are jointly responsible for the management and maintenance of these shared parts. This body is called Owners Building Committee (also known as Executive Committee, Managing Committee, Committee of Management, or Council) – usually in an annual meeting of all owners in this building. The Building Committee is a legal entity. The Building Owners group, usually, delegates powers and functions to its Building Committee, giving them the authority to make a majority of the decisions on behalf of the owners in between annual general meetings.
2. 7.The Building Committee is a legal entity set up to act legally on behalf of all owners/residents of a multi-storey building or development. Building Committee is powered to monitor the services provided by the external Building Management company or agent, and terminate the service contracts if the agent does not perform satisfactorily. The Building Committee can, legally, enforce the resolutions made in the general owners/residents’ meetings on all residents living in the building. The regular meetings held by the Building Committee provide a platform for the committee to facilitate decision making on building management issues. Partial list of Building Committee responsibilities, main tasks and daily duties: Annual Inspections of: Generator, Elevators, CCTV system, Water Pumping System; Bank Account: deposits, dues collections, payments, reports; Cleaning of common areas; CCTV Cameras tracking and maintenance; Collection of building committee fees; Day to day maintenance services; Elevator maintenance; Enforcement of Rules and Regulations; Fire and smoke detection systems (alarms, sprinklers, pumps); Garbage Collection arrangements; Garbage Compaction and Pneumatic Transfer; Gardening services; Generator maintenance; Handling of water pressure pumps; Instructions for Emergency cases; Insurance services; Parking Violations; Preventive maintenance; Periodic inspection of electric panels with a certified inspector; Preparation of Bids’ Specifications; Roof upkeep and sealing; Security services; Solar Panels system; Urgent repairs services, i.e. water damages, electric failure, alarms repairs; Signing Contracts; Utility payments.
3. 8.Example of Roles and Responsibilities Allocation in multi apartment/unit Residential Building:

Security - CCTV, Video Surveillance: monitors, cameras, video recorders, surveillance cameras (internal and external) - unit 56;

Well-being – Cleaning: common areas, lifts, parking areas – unit 40;

Access – Entrances of building – intercoms, cameras, access control system, mailboxes – unit 29;

Security – Emergency preparedness – unit 34;

Well-being – Exteriors: damages in building shell/casing/cladding, birds’ penetration, paint renewal – unit 11;

Finance – Annual budget, accounting, reports, collections and expenses, bank account – unit 35;

Safety - Fire Protection: inspections, pumps, generator, common areas’ sprinklers, water pressure, water container) – unit 24;

Waste – Garbage Collection: Garbage/Debris room, garbage disposal, garbage separation, pneumatic / compaction systems – unit 60;

Wellbeing - Garden/Landscaped Areas – unit 44;

Well-being – Irregularities: noise, illegal parking, unauthorized entrance, frauds, non-compliance with payments/dues – unit 28;

Well-being – Legal issues, connection with police, insurances, contracts, contacts with the developer/builder – unit 19;

Access, - Lifts/Elevators (including contract with lifts company, clean-up, motors, controllers, safety, alarming systems, CCTV) – unit 61;

Safety - Lighting (including safety lighting, common areas’ lighting, transformer) – unit 17;

Well-being - Lobby/Lounge, Sitting Areas, Common Halls, Gym – unit 3;

Maintenance – links with subcontractors and services companies – unit 44;

Access -Parking (outdoor parking slots, underground parking slots, CCTV, remote control) – unit 59;

Organization – Secretary tasks: Issuance of notices, charges, bills, invoices, INTEGRA updates, responding to queries, documentation, local authority certificates, meeting preparation and general secretarial tasks – unit 42;

Water – Water Services: purity standards, inspections, water pumps, leakages, solar system – unit 36.

Proton Tower in London - Display Committee Members and Roles, Bills and Collections Receivables.

Electron Tower in London - Display Committee Members and Roles, Bills and Collections Payables.

1. 9.We would like to stress out additional role of Community Committees in Residential Buildings Management. It is advised that a group of representatives from a defined community will provide comment, input or advice on particular issues, with interested buyers /participants meeting regularly for the duration of a project or initiative. Community Committee engagement and participation can "smooth potential disputes or conflicts between developer and new owners. Community Committee has the power to convince developers, local authority and, even, the government for future discounts or other concessions. Engagement of Community bodies with new residents and other building stakeholders will help to ensure decisions take into consideration multiple stakeholder requirements and perspectives. It will leverage value of new accommodation projects through the experience and resource support of the existing community members involved.

1. 10.Quality of building construction and powerful Building Committee (or external Management Company/Agent) are considered the main two factors affecting the value (price) of apartment(s) in this building. We think that high-resolution, detailed and consistent records keeping of all incidents in the building and its units - are not less important to facilitate building management and keep its value. Keeping original and technical drawings of the building, maintaining incident records, seeking feedbacks from the occupants on building conditions and managing its cash flow - are essential for present 06045, 06095, 063xx).

The Mont-Blanc Tower, Grenoble, France – Insurances, Contracts and Scheduled Operations:

• For the first time, INTEGRA provides elaborate audit trail, precise and high-resolution log on all events, incidents, irregularities, damages, disturbances and fallacies that occurred in its apartments/units, its shared, public areas and its exteriors: for: future, potential buyers/tenants, surveyors, real-estate agents and for the local authority departments.
• Records of all works should be kept for all maintenance carried out in multi-unit residential buildings on behalf of the Building Committee (Segments 063xx). All planned/scheduled/preventive maintenance, in particular essential service maintenance, must be recorded accurately and be readily available (Segment 06095). Contractors must ensure each scheduled inspection is recorded and signed by the person carrying out the maintenance. Logbooks/Audit Trail must be provided for activities relating to essential services. Maintenance records also assist in planning for future asset replacement.
• Maintenance Contractor records (Segments 063xx) should include: Date of inspection, test or maintenance; Name of person carrying out the inspection / maintenance; Details of any faults identified; Action taken to rectify any faults, including the date they were rectified; Cost of any rectification works outside the scope of the agreement with the Building Committee or Management Company. Contractor Insurance Certificates should be recorded and be a mandatory condition for signing a contract with the Building Committee or/and the Management Company.

• The building should be insured under third-party liability and property-all-risk insurances for the common parts of the buildings. The first type of insurance protects the homeowners from claims for 06092, 06093).

The Mont-Blanc Tower, Grenoble, France –Scheduled Operations / Actual Works / Operations / Work-in-Process:

1. 11.Building/Block Emergency Rules:

• Technical and engineering drawings stored in INTEGRA data base can make decision making during emergency maintenance far easier. Emergency preparedness is a critical aspect of building management because we need to ensure that management is able to react calmly, and all occupants are able to evacuate orderly to safety in case of an emergency (segments 0601, 0607, 0608, 06092).
• To enhance the emergency preparedness of the management body in a building, an emergency or contingency plan should be formulated. An emergency plan sets out what the building management body should do in the event of an emergency, and how they should handle and recover from it. At the same time, residents of an apartment building should familiarise themselves with the direction and routing of the means of escape in buildings and always be prepared for a quick evacuation. This issue should not be ignored because buildings designed and constructed with excellent means of escape do not guarantee that their occupants would know where the exits are located. To aid in the familiarisation, evacuation plans should be provided to occupants and/or posted in conspicuous positions in the buildings. Besides, regular fire drills are indispensable to provide training or rehearsal to occupants.
• When developing your emergency action plan in your family, house, block or road – it is a good idea to look at a wide variety of potential emergencies that could occur in your living or workplace. It should include information about all potential sources of emergencies. You must allow several minutes to determine what, if any, physical or chemical hazards in your vicinity could cause an emergency. At a bare minimum, your emergency action plan must include the following aspects this system provides by product:

• A prompt method for reporting emergencies.
• Emergency escape procedures and route assignments: floor plans (0608), workplace maps, sites of HazMat (0607-0707) , and safe or refuge vacant areas or spaces.
• Allow large equipment access to all homes. 4.8 m. clearance width is acceptable.
• Names, titles, departments, and telephone numbers of individuals both within and outside your house or company to contact for additional information or explanation of duties and responsibilities under the emergency plan.
• Stored-in documentation, technical data and procedures for employees who remain to shut down (Electricity, Gas, Water), operate fire extinguishers, to ensure evacuation and other critical building/plant operations.
• To provide medical duties for any inhabitants or workers injured in-sync with their PERSONAL transparent, up-to-date, high-resolution medical data.
• The Responsible staff members (segment 060070) in the Road and Block level should process and publish evacuation policy and procedures.
• Building management system in emergency case relies also on the availability of financial resources for emergencies to be effective. It is very difficult to raise or collect money from every individual homeowner for the cost of emergency repair works in common areas of a building. Therefore, the availability of available "floating" fund in a building bank account reduces the response time for emergencies and unexpected circumstances, guaranteeing the future upkeep of the building (segments 0602, 0603, 06055).
• Storage and use of dangerous materials or goods and flammable substances within apartment facilities has potential to cause damage to property, the environment and the building’s occupants. The use of chemicals for routine activities such as cleaning can give rise to significant impacts on indoor environment quality, as well as affecting the health of cleaners or those in the immediate facility. The term ‘dangerous materials’ covers a wide range of products, many of which are commonly stored and used within multi-unit residential developments, such as: Cleaning chemicals; Diesel; Dry cleaning chemicals; Fuel Kerosene; Glue Solvents; Paints; Paint thinner; Petrol; Primer Oil. Irresponsible disposal of chemicals (as long as pouring them down the drain) can cause significant impacts to water
• The following Dangerous and Hazardous Materials are Multi-Unit Residential Building premises: Asbestos, Vinyl Covers or Plates, Glasswool / Rockwool boards, Fuel, Fibreglass plates, Flammable or Explosive Chemicals.

Shared-Residence Building in Kuala-Lumpur, Malasia – Floors and Apartments Plans:

1. 12.Apartments/Houses for Sale or Rental: covered in the Buy & Sell Module (BSIM)).