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A room book is a structured dataset of all rooms in a building. It records geometry such as areas and heights, use, equipment, technical features and requirements for each room. This makes it a central basis for planning, tendering, operation and documentation.
Why is a room book important?
- Transparency and consistency: Standardized room data reduces planning errors, change orders and duplicate appointments.
- Efficient processes: Automated outputs for areas, quantities, equipment lists and maintenance plans.
- Documentation and compliance: Clearly documented conditions and requirements support approvals, operator obligations and funding processes.
- Seamless integration: Direct data flow into CAD/BIM, including IFC Property Sets, CAFM and reporting without media breaks.
How a room book is created in practice
- Data basis: Digital survey to floor plan or as-built plan; room boundaries are defined according to the relevant rule set, such as DIN 277.
- Structure: Unique room IDs, zones for use, fire protection and escape routes, floor/address and responsibilities.
- Contents:
- Geometry: Area, perimeter, height and volume.
- Use/function: Occupancy and requirements, such as acoustics, climate, IT and hygiene.
- Equipment/assets: Doors/windows, floor/wall/ceiling finishes, building services or MEP assets with maintenance intervals.
- Attributes/standards: Classifications, accessibility and fire protection classes.
- Quality assurance: Tolerances/accuracy class, change log and checking routines for completeness and rule compliance.
- Handover/use:
FAQ
What data should a room book contain at minimum?
At minimum, a room book contains a unique room ID. Additional information can include location, area, height, volume, use, equipment, responsibilities and maintenance references.
How do I hand over a room book to CAFM?
As CSV/Excel with stable IDs or directly via IFC, using IfcSpace and Property Sets. Coordinates/units, version and change log should also be included.
How do I keep the room book up to date?
Define change processes, including approvals and responsibilities, add updates after refurbishments or inspections, and run regular QA checks and synchronization with BIM/CAFM.