Introduction: What Is an Asset Information Requirement (AIR)?
An Asset Information Requirement (AIR) is a documented set of information requirements that defines the information an organization needs to operate, maintain, manage, and improve its built assets throughout their operational life.
In Building Information Modelling (BIM), an AIR identifies the asset data, documents, models, classifications, and other information that an asset owner or operator needs from project delivery teams. This information supports activities such as facility management, preventive maintenance, energy monitoring, statutory compliance, space management, and asset replacement planning.
For example, a hospital owner may require information about air-handling units, chillers, fire pumps, electrical panels, lifts, and plumbing systems. The AIR specifies which information must be delivered for these assets, when it is required, who is responsible for providing it, and how its completeness will be checked.
The AIR is an important part of information management aligned with the ISO 19650 series, particularly ISO 19650-3, which addresses the operational phase of assets.
In this guide, you will learn how to create an Asset Information Requirement step by step, from understanding operational objectives to defining data fields, setting delivery rules, and validating the final Asset Information Model (AIM).
1. Understand the Purpose of an Asset Information Requirement
Before developing an AIR, identify why the organization needs asset information.
An effective AIR should support real operational decisions rather than simply collect large amounts of data.
Common objectives include:
Facility management: Maintain buildings, equipment, and infrastructure efficiently.
Preventive maintenance: Schedule inspections, servicing, and component replacement.
Asset lifecycle management: Track installation, warranty, service life, and replacement costs.
Regulatory compliance: Maintain relevant certificates, inspection records, and statutory documentation.
Energy management: Monitor equipment performance and energy consumption.
Digital twin development: Establish reliable asset data for future digital applications.
Financial planning: Support maintenance budgeting, capital expenditure planning, and asset valuation.
For example, if an organization wants to reduce unplanned HVAC failures, its AIR may require equipment identifiers, manufacturer details, model numbers, warranty dates, maintenance intervals, and spare-parts information.
The key principle is simple: define the operational need first and collect only the information necessary to satisfy it.
2. Identify the Relevant Standards and Information Requirements
The AIR should align with the organization's information management framework and contractual obligations.
The following standards and frameworks may be relevant:
| Standard or framework | Relevance to AIR |
|---|---|
| ISO 19650-1 | Concepts and principles for managing information using BIM |
| ISO 19650-2 | Information management during the delivery phase |
| ISO 19650-3 | Information management during the operational phase |
| ISO 19650-4 | Principles for information exchange |
| ISO 19650-5 | Security-minded information management |
| ISO 55000 series | Asset management principles and terminology |
| COBie | A structured approach to exchanging asset and facility information |
| IFC | An open data schema for exchanging built-asset information |
The applicability of each standard depends on the project, asset type, jurisdiction, and contractual requirements. Verify the current editions and applicable national adoptions before incorporating specific requirements into a contract.
It is also important to distinguish the AIR from related information requirements:
Organizational Information Requirements (OIR): Define information needed to meet organizational objectives.
Asset Information Requirements (AIR): Define information needed to operate and manage assets.
Project Information Requirements (PIR): Define information needed to address project-level decisions.
Exchange Information Requirements (EIR): Define information required for a particular appointment or information exchange.
BIM Execution Plan (BEP): Explains how the appointed team intends to manage and deliver the required information.
An AIR should be developed in the context of the organization's broader information requirements, not as an isolated spreadsheet.
3. Step One: Identify the Asset Owner and Stakeholders
The first practical step is to identify the people who will use, manage, supply, and approve the asset information.
Typical stakeholders include:
Asset owners and developers
Facility management teams
Operations and maintenance managers
BIM or information managers
Engineering consultants
Main contractors and specialist subcontractors
Equipment manufacturers and suppliers
IT, cybersecurity, and digital transformation teams
Finance, procurement, and compliance departments
Conduct stakeholder interviews or workshops to understand their operational responsibilities and information needs.
For example, the maintenance team may need equipment serial numbers and service intervals, while the finance department may need acquisition costs and replacement dates.
Create a stakeholder responsibility matrix that identifies who defines, provides, reviews, approves, and maintains each information requirement.
Deliverable: Stakeholder register and responsibility matrix.
4. Step Two: Define Operational Use Cases
Once stakeholders have been identified, document the activities that the AIR must support.
An operational use case describes a specific activity and the information needed to perform it.
Examples include:
| Operational use case | Required information |
|---|---|
| HVAC preventive maintenance | Asset ID, manufacturer, model, maintenance interval |
| Lift maintenance | Lift ID, rated capacity, speed, warranty, service provider |
| Fire pump inspection | Pump ID, rated flow, pressure, test records |
| Electrical panel maintenance | Panel ID, voltage, circuit references, inspection history |
| Warranty management | Supplier, installation date, warranty expiry |
| Space management | Space ID, area, occupancy capacity, location |
| Asset replacement planning | Installation date, expected service life, replacement cost |
Prioritize use cases based on operational risk, financial impact, regulatory importance, and business value.
Avoid adding data fields simply because they are available in Revit, IFC, COBie, or a facility management platform. Each field should support a defined requirement.
Deliverable: Operational use-case register.
5. Step Three: Define the Asset Scope and Breakdown Structure
Next, determine which assets must be included in the AIR.
The scope may cover an entire building, a campus, an industrial facility, a transport infrastructure project, or a specific building system.
For a commercial building, the asset scope could include:
Architectural assets: doors, windows, access panels, and maintainable finishes
Structural assets: maintainable structural components where relevant to operations
HVAC assets: chillers, AHUs, FCUs, pumps, and fans
Plumbing assets: water pumps, tanks, valves, and treatment equipment
Fire protection assets: fire pumps, alarm panels, and suppression equipment
Electrical assets: transformers, generators, switchboards, and distribution panels
Vertical transportation: lifts, escalators, and associated control equipment
Building management systems: controllers, sensors, and monitored equipment
Not every modeled object needs to become a maintainable asset. The owner should establish asset inclusion criteria based on maintenance, safety, cost, operational importance, and system integration needs.
Create an asset breakdown structure using consistent system codes and asset identifiers. Where appropriate, use an agreed classification system such as Uniclass or OmniClass, or a project-specific classification framework.
Deliverable: Asset register scope and classification structure.
6. Step Four: Define the Required Asset Information Fields
This is one of the most important stages in creating an AIR.
For every relevant asset type, define the information fields required for operation and maintenance.
A practical AIR data structure may include the following categories:
A. Identification information
Unique asset ID
Asset name
Asset type
Asset classification
Building, floor, room, and system location
B. Technical information
Manufacturer
Model number
Serial number
Capacity and performance parameters
Dimensions and connection requirements
Electrical ratings or mechanical specifications, where applicable
C. Operational information
Installation date
Commissioning date
Maintenance frequency
Expected service life
Operating instructions
Inspection and test requirements
D. Commercial information
Supplier or installer
Purchase or replacement cost, where required
Warranty start and expiry dates
Spare-parts references
Maintenance contract information
E. Documentation and digital references
Product data sheets
Operation and maintenance manuals
Commissioning certificates
Test reports
Warranty documents
Manufacturer maintenance instructions
Linked BIM object or asset record
Do not require every field for every asset. For example, the rated flow of a fire pump is relevant, while the same field may not apply to a lift.
Define field applicability, data type, units, allowed values, mandatory status, and validation rules for each asset category.
Deliverable: AIR data dictionary and asset information schedule.
7. Step Five: Specify Information Quality and Validation Rules
An AIR must define not only which data is required but also what constitutes acceptable information.
For every required field, specify:
Whether it is mandatory, conditional, or optional
The expected format and data type
Units of measurement
Permitted values or coding conventions
Required evidence or supporting documents
Validation method
Acceptance criteria
For example, an asset ID might be mandatory, unique, and consistent between the asset register and the model. A warranty expiry date may be mandatory for equipment covered by a warranty.
A sample requirement could state:
“Every maintainable mechanical asset shall have a unique asset identifier, an approved asset classification, a defined physical location, and a manufacturer reference where applicable. The information shall be checked against approved equipment schedules and supplier documentation before acceptance.”
Use automated validation where possible, including spreadsheet rules, model parameter checks, IFC validation, COBie checks, and facility management system import tests.
Deliverable: Information quality rules and acceptance checklist.
8. Step Six: Define BIM Model and Non-Graphical Information Requirements
Asset information is not limited to the three-dimensional BIM model. The AIR should identify which information belongs in the model, which belongs in structured asset data, and which should be delivered as linked documents.
For example:
Revit may contain asset IDs, equipment types, locations, and selected technical parameters.
IFC may support open exchange of geometry and structured properties.
COBie may provide structured facility and asset information for handover.
A common data environment (CDE) may manage documents, revisions, approvals, and information status.
A computerized maintenance management system (CMMS) or integrated workplace management system (IWMS) may store maintenance tasks and work-order history.
Specify the required formats and how identifiers will connect these systems.
The AIR should also define the required information at each milestone. During design, only selected asset attributes may be known. Manufacturer-specific details, serial numbers, commissioning records, and warranty information may become available during procurement, installation, and handover.
Do not demand final operational information before it can reasonably be established.
Deliverable: Model, asset data, document, and exchange-format requirements.
9. Step Seven: Establish Responsibilities, Milestones, and Delivery Procedures
Every requirement must have an accountable party and a defined delivery point.
Create a responsibility matrix for the owner, lead appointed party, designers, contractors, subcontractors, manufacturers, and facility management team.
For each asset information deliverable, specify:
Responsible information provider
Review and approval authority
Required delivery milestone
Submission format
CDE location and naming convention
Review period
Rejection and resubmission procedure
Final acceptance criteria
Typical milestones include design approval, equipment procurement, installation, commissioning, practical completion, and final handover.
Use the AIR to establish what must be delivered at each stage, then communicate the relevant contractual requirements through the appropriate appointments and exchange information requirements.
Deliverable: Information delivery schedule and responsibility matrix.
10. Step Eight: Create the AIR Document and Template
The AIR can be documented in a controlled document supported by a structured spreadsheet or database.
A practical template should contain the following columns:
| Field | Example |
|---|---|
| Requirement ID | AIR-MEP-001 |
| Asset category | HVAC |
| Asset type | Air handling unit |
| Information field | Asset ID |
| Requirement description | Unique identifier for each maintainable AHU |
| Mandatory status | Mandatory |
| Data type | Text |
| Responsible party | MEP contractor |
| Delivery milestone | Commissioning |
| Evidence | Approved asset schedule |
| Validation rule | Unique and non-empty |
| Acceptance authority | Owner's FM representative |
Add document control information, including title, document number, revision, owner, approval status, issue date, and review date.
Separate the general AIR requirements from asset-specific schedules. This makes the document easier to maintain when new systems or asset categories are introduced.
Deliverable: Approved AIR document and supporting schedules.
11. Step Nine: Test the AIR on a Pilot Asset Group
Before applying the AIR across an entire project, test it on a representative group of assets.
For example, a commercial building pilot might include one AHU, one fire pump, one electrical panel, and one lift.
Ask the delivery team to provide the required model properties, asset register, technical documents, and commissioning information.
Check whether:
Every required field is understandable
Data can be obtained from the responsible party
The proposed formats work with the owner's systems
Identifiers remain consistent across models and documents
Acceptance checks can be completed efficiently
Any requirements are redundant, unrealistic, or missing
Record the issues, revise the AIR, and repeat the test where necessary.
Deliverable: Pilot validation report and revised AIR.
12. Step Ten: Validate Handover and Maintain the Asset Information Model
The AIR defines the information needed to support the operational asset information model (AIM). The AIM is the managed information resource used to support operation and maintenance.
At handover, verify the delivered information against the approved AIR. Check model properties, asset registers, equipment schedules, manuals, commissioning certificates, warranty data, and required system integrations.
A handover review should confirm:
Required asset information has been submitted.
Mandatory fields are complete and valid.
Asset identifiers are consistent across deliverables.
Supporting documents are present and accessible.
Required formats can be imported into the owner's systems.
Outstanding information gaps are recorded and resolved or formally accepted.
The authorized owner representative has approved the handover.
The AIR should also be reviewed when assets change, new systems are installed, operational requirements evolve, or the organization adopts new digital tools.
This creates a controlled process for maintaining reliable asset information throughout the operational lifecycle.
Example: AIR Requirements for an HVAC Air Handling Unit
Consider a commercial building with several air handling units. The owner wants to manage preventive maintenance, warranty claims, and equipment replacement.
A sample requirement schedule could include:
| Information field | Example requirement |
|---|---|
| Asset ID | Unique identifier; mandatory |
| Asset type | Air handling unit |
| Location | Building, floor, and plantroom |
| Manufacturer | Required at procurement or handover |
| Model number | Required at procurement |
| Serial number | Required after installation |
| Design airflow | Value with defined units |
| Electrical supply | Voltage and phase, as applicable |
| Installation date | Recorded after installation |
| Warranty expiry | Required where a warranty applies |
| Maintenance interval | Based on approved manufacturer instructions |
| O&M manual | Approved, accessible document link |
| Commissioning report | Required before final handover |
The sample values illustrate requirement definitions rather than a complete technical specification. Actual airflow, electrical ratings, maintenance intervals, and acceptance thresholds must come from approved project documents and manufacturer information.
The important point is that the AIR defines the expected information, timing, format, and acceptance rules without assuming that all details are available at the start of design.
Common Mistakes to Avoid When Creating an AIR
1. Treating the AIR as a list of Revit parameters. An AIR is driven by operational needs, not by the fields available in a particular software platform.
2. Collecting unnecessary data. Excessive information increases delivery cost and makes ongoing maintenance harder.
3. Confusing AIR with OIR or EIR. Each serves a different purpose within information management.
4. Leaving responsibilities unclear. Assign a responsible party and an acceptance authority for each requirement.
5. Ignoring information delivery timing. Define when information becomes available and when it must be submitted.
6. Omitting validation rules. A field is not useful unless its completeness, format, and correctness can be checked.
7. Treating handover as the end of information management. The AIM must remain relevant as the asset changes throughout its operational life.
Conclusion
Creating an effective Asset Information Requirement (AIR) begins with understanding how an organization operates and what information it needs to manage its built assets. The process then translates those needs into clear asset categories, data fields, quality rules, delivery milestones, responsibilities, and acceptance procedures.
When developed in alignment with the ISO 19650 framework, an AIR helps connect project delivery information with facility management, maintenance planning, asset lifecycle decisions, and future digital transformation.
For asset owners, developers, general contractors, consultants, and facility management teams, the objective is not simply to receive a BIM model. It is to receive reliable, structured, usable information that supports the asset throughout its operational life.
Lupiter Technologies LLP supports BIM advisory, information requirements development, BIM implementation, model coordination, asset information management, and digital transformation for the architecture, engineering, and construction (AEC) industry. A well-defined AIR can provide the foundation for more effective BIM handover and long-term asset information management.
Frequently Asked Questions (FAQs)
1. What is an Asset Information Requirement (AIR) in BIM?
An AIR defines the information an organization needs to operate and maintain its assets. It specifies required asset data, documents, formats, responsibilities, delivery milestones, and acceptance criteria.
2. Which ISO standard covers Asset Information Requirements?
ISO 19650-3 addresses information management during the operational phase of assets. AIR development should also consider the broader ISO 19650 framework and the organization's contractual requirements.
3. What is the difference between AIR and OIR?
OIR defines the information an organization needs to meet its business or organizational objectives. AIR specifies the information needed to operate and manage particular assets.
4. What is the difference between AIR and EIR?
AIR defines operational asset information needs. EIR defines the information required for a particular appointment or exchange, including applicable deliverables and exchange requirements.
5. Is COBie mandatory for an AIR?
No. COBie is one possible structured information exchange approach. Whether it is required depends on the owner's requirements, contract, jurisdiction, and receiving systems.
6. Who prepares the AIR?
The asset owner or appointing organization is generally responsible for defining its asset information needs, supported by facility management, BIM or information management specialists, and relevant technical stakeholders.
7. When should the AIR be prepared?
Ideally, develop it early enough to influence project requirements, appointments, procurement, design, and handover planning. Review it as operational needs and asset information become clearer.
8. Can AIR support digital twin implementation?
Yes. A well-structured AIR can establish consistent asset identifiers, technical attributes, documentation links, and information quality rules that support digital twin development. Additional integration, data governance, and operational technology requirements may also be needed.
9. What should an AIR template contain?
A practical AIR template includes requirement IDs, asset categories, data fields, definitions, mandatory status, formats, responsible parties, delivery milestones, validation rules, and acceptance criteria.
10. How can Lupiter help with AIR development?
Lupiter can support asset information requirement workshops, AIR schedules, BIM information management, model and asset data validation, BIM handover planning, and alignment of asset information with facility management workflows.
