ISO 19650 – 3 in practice: managing information once a building is in use
The most expensive phase is… everyday operation
The project comes to an end, but the real costs are only just beginning.
The operational phase spans years of maintenance decisions, inspections, failures and upgrades. When information about managed assets is fragmented, the asset owner pays the price through delays and increased risk. ISO 19650 – 3 brings structure to information management after handover, consolidating the most practical aspects of the BIM approach into a single framework.
In this article, I outline the key provisions of the standard from a practical perspective. My intention is to show that any asset owner or operator can find real value here, regardless of the type of asset or the way their organisation works.
AIM: the information command centre
The purpose of the process described in the standard is to maintain and develop the Asset Information Model (AIM) – a structured set of information that supports asset management decisions. The first “iteration” of the AIM is the as – built information model, reflecting the condition of the asset at the point of handover.
At this point, as usual, I need to briefly complain about the ambiguity of the word “model” in the term “information model”. ISO 19650-3 is clear: the AIM is an organised collection of information that supports asset management and maintenance, and it may include both geometric and non-geometric data.
In practice, this means that an information model can take the form of a database, drawing sets, spreadsheets or documentation (such as O&M manuals or technical documentation), without any requirement to create a 3D model. Following the “fit for purpose” principle, the AIM should contain only the information necessary for effective asset management.
That said, I strongly encourage exploring the considerable advantages of “documentation in 3D” compared with traditional flat documentation.
In simple terms, we can describe the AIM as an organised set of information about an operational asset. It is a digital description of the building that helps us understand what we manage, how our assets function and what they require for day-to-day operation.
Eight steps to preparing an AIM – in brief
ISO 19650 – 3 retains the eight – stage process familiar from Part 2 of the standard:
5.1 Assessment and need
5.2 Invitation to tender
5.3 Response
5.4 Appointment
5.5 Mobilisation
5.6 Information production
5.7 Information acceptance by the appointing party
5.8 Aggregation into the AIM
What primarily differentiates Part 3 from Part 2 is the concept of trigger events.
In design and construction, milestones and schedules define progress. In operation, trigger events set the rhythm, and this part of the standard defines them.
These are classified as:
- planned events (for example inspections or end-of-life replacement),
- unplanned events (such as failures or weather-related incidents), and
- asset acquisition scenarios.
Each of these events may initiate the creation or update of information within the operational information model (AIM).
Three process paths: plan, react, acquire
The standard distinguishes three information flow scenarios, depending on the type of trigger event.
Planned events
In this scenario, the appointing party can carry out tendering and mobilisation in advance – for example through a framework agreement that covers information model updates when required. Once the event occurs, the process proceeds directly to information production (Clause 5.6).
Unplanned events
Here, procurement and contractor selection are a reaction to the event itself. The process follows the familiar route from ISO 19650-2, starting with an invitation to tender (Clause 5.2).
Asset acquisition
The organisation receives information from the previous owner and must carefully integrate it into the asset portfolio (AIM). The key activity is verification against the established information requirements. If the information is compliant, the process moves directly to information acceptance (Clause 5.7).
The ISO 19650-3 process diagram illustrates these three paths. What differentiates them is the position of the trigger event within the workflow.
Information requirements: the starting point of the entire process
Defining information requirements is the critical first step in every process described in ISO 19650-3. The standard recommends starting with Organizational Information Requirements (OIR), derived from asset management policy and overall business strategy.
The organisation develops Asset Information Requirements (AIR) from the OIR. AIR define the information needed for assets that are critical to the organisation, described from the perspective of specific stakeholders. This may include information on component lifecycles, criticality to operational continuity, required operational data, and the format and frequency of delivery.
From these foundations, Exchange Information Requirements (EIR) are defined for specific appointments or services.
All levels of requirements are interconnected, forming a logical chain from organisational objectives down to operational tasks. In line with ISO 7817-1, defining the Level of Information Need (LoIN) becomes part of this process, helping to align the scope and level of detail with the actual purpose and to avoid “information obesity” – the accumulation of data that has no practical use.
Well-defined AIR and EIR help suppliers prepare BIM execution plans (BEP), maintain data quality principles and clearly assign responsibility for maintaining information. Proportionality is essential: only the information required to support decision-making should be delivered, and in a format that is meaningful to the recipient.
Contractor roles and responsibilities across process paths
During the operational phase, the way the delivery team is prepared depends on whether the trigger event is planned, unplanned or related to asset acquisition.
- Planned events may require the development of a detailed BEP and contractor selection before any work begins.
- Unplanned events rely on predefined response procedures, typically activated through framework agreements.
- In asset acquisition scenarios, the critical activity is assessing the quality of information received from the previous owner and integrating it into the AIM.
In all scenarios, the lead appointed party ensures that delivered information complies with the EIR and updates it within the common data environment.
CDE: the environment for data flow and control
Clause 5.1.11 states:
“The AIM can be held across any combination of new and existing enterprise systems provided that these are appropriately linked and the contents of the AIM are controlled using the common data environment (CDE) workflow described in ISO 19650-1.”
A well – designed CDE enables smooth information exchange between parties while maintaining audit trails, version control and appropriate security levels.
In practice, the CDE often supports data quality verification by integrating acceptance processes described in ISO 19650-4. That part of the standard clarifies how to control data reliability and completeness at each information exchange, covering purpose definition, schema and format preparation, validation and quality control. Only after formal exchange, acceptance and aggregation into the AIM does information become a trusted organisational asset. I will address this topic in more detail in a separate article.
The operational phase also introduces the risk of exposing sensitive information about the asset. This is where ISO 19650-5 becomes relevant, addressing sensitivity assessment, security strategy and security management planning. When implementing BIM, the appointing party should include security roles and procedures both in contracts and within the CDE.
Two mini case studies of trigger events
Planned event: lighting system upgrade
Replacement of conventional luminaires with an intelligent LED system controlled by presence and daylight sensors. The appointing party issues AIR and EIR defining the information required to update the AIM, including necessary integrations with enterprise systems – for example electrical parameters or BMS integration.
The supplier prepares a BEP proposing data structures and export formats, such as IFC or COBie. During delivery, the team uses the CDE (for example a middleware solution linking BIM data with a CAFM system) to collect installation models, connection diagrams, luminaire schedules and operational parameters. Following verification, the appointing party accepts the information and updates the AIM with new assets, locations, service identifiers and relevant parameters.
Unplanned event: air handling unit failure
An AHU failure requires immediate response, while the team activates a framework agreement in parallel. The EIR specifies the required service data, photographs and warranty status. After repair, the supplier delivers a data package to the AIM, including root cause analysis, replaced components, updated parameters and current instructions.
Summary
ISO 19650-3 does not reinvent the wheel. Instead, it provides a structured process in which BIM becomes an everyday tool for asset operators. From clearly defined key assets and trigger events to a continuously developed AIM, the standard helps teams work with reliable data rather than assumptions, if needs are clearly defined and requirements remain proportional.
P.S. A note on the structure of the standard
For over a year now (as of January 2026), ISO 19650 Parts 1, 2 and 3 have been under revision. In addition to editorial corrections and clarifications, conceptual changes are also being considered. One of these concerns the relationship between Parts 2 and 3.
The current proposal assumes that Part 2 would remain the primary description of the information management process – from project delivery through to handover – while Part 3 would take on a more supportive, practice – oriented role, guiding the application of these principles during operation. The revision process has formally approved this direction for further development, with publication expected in late 2026 or early 2027.
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This series of publications, conducted under the patronage of British Standards Institution or BSI, sheds light on the importance of standardization according to ISO 19650. It discusses practical information management tips. These recommendations can be useful to any organization involved in the procurement, design, construction, operation or maintenance of a building.
