The shift from asset ownership to building data stewardship

The Building Safety Act has changed how building owners must manage their responsibilities. It is no longer enough to own the physical asset and keep basic records. Compliance now depends on the ability to handle information about the building as an organised and ongoing process.

This is where building data stewardship comes in. This idea, once common in the IT and research world, is now critical for the property sector. It means managing building information so it is accurate, up to date and ready to share with the right people when needed. The law calls for a Golden Thread of safety data that must be kept for the entire life of the building.

Good data management and effective data stewardship allow owners to protect residents, meet legal requirements and run safer, more efficient buildings.

Understanding data stewardship in the built environment

In building safety, data stewardship means taking full responsibility for the way information is collected, stored and maintained. This includes drawings, inspection reports, safety certificates and more.

Data stewards are the people who manage this information. Their job is not just filing records but also ensuring that the organisation’s data is complete, accurate, and easy to access. They also ensure that the right people can securely share data when it is needed.

This role is crucial in ensuring compliance with the Building Safety Act. It connects to a wider data governance program, which controls how data assets are used and kept safe.

Legal drivers: The Building Safety Act and the Golden Thread

The Building Safety Act places a legal duty on owners to keep detailed, accurate and current building safety information. This is known as the Golden Thread. It must cover the whole life of the building, from the design stage through to occupation, maintenance and eventual demolition.

The Golden Thread is not just a folder of files. It is a managed, living record that enables data to be accessed, updated and trusted at all times. A building owner who understands and applies building data stewardship will be able to meet this standard.

Without a structured approach, there is a risk of having incomplete records, poor data practices, and difficulties proving compliance during inspections or safety incidents.

Roles and responsibilities for building data stewards

To meet obligations, data steward roles need to be clearly defined. The person or team taking on this responsibility must know exactly what is expected. Core roles and responsibilities include:

• Accuracy and quality: Regularly check and update safety records to improve data quality.
• Accessibility: Make sure the right people can find the information they need quickly.
• Security: Keep sensitive building data, such as detailed layouts, safe from misuse.
• Lifecycle management: Maintain records from the design stage through to the end of the building’s use.

Often, the best data stewards are subject matter experts who understand building systems and the law. They also know how the building’s business processes work, so they can incorporate data updates into day-to-day tasks.

Building a data-driven culture in property management

Effective data stewardship is not just about one person’s job. It should be part of the whole organisation’s way of working, known as a data-driven culture.

A data-driven culture means that everyone involved in managing the building values accurate data and sees it as part of their own work. When this culture is in place, owners can respond faster to safety problems, plan repairs and upgrades more effectively, reduce the chance of failing an inspection, and build trust with residents and regulators.

Digital tools, such as compliance-focused applications, can help support data accuracy and allow safe sharing of data functions. A tool like the MosaicGT app, for example, can help centralise records, track changes, and develop data consistency.

Practical steps for building owners

Adopting a building data stewardship approach means putting strong practices in place. Here is a more detailed look at what can be done:

Create a clear data governance framework

Define how the data governance program will work. List the types of data assets to keep, such as safety certificates, inspection logs and maintenance reports. Decide the standards for naming, storing and updating them, and set rules for how often they must be reviewed.

Assign and train data stewards

Choose people who will take on data steward roles. They should understand the building’s systems, the Building Safety Act and the importance of effective data stewardship. Provide training so they know how to carry out updates, protect sensitive information and follow legal requirements.

Integrate stewardship into business processes

Make sure that data management is part of everyday work. For example, when a fire safety check is completed, the results should be entered into the system immediately. This keeps the Golden Thread up to date without relying on later catch-up work.

Use technology to support data accuracy and sharing

Store building information in a secure digital system. This should allow owners to share data safely, set access permissions and create an audit trail. Tools that send reminders for updates help to improve data quality over time.

Carry out regular data quality reviews

Plan audits at set times during the year. Check for missing documents, outdated files, or duplicate records. Involve subject matter experts in these reviews so data can be developed that matches the building’s needs.

Keep a record of changes and decisions

Whenever safety measures are changed or new building works are carried out, record what was done, why and when. This log is part of good data practice and makes it easier to prove compliance during inspections.

Plan for long-term stewardship

Think about what happens if staff change or management shifts. Have a clear process for handing over responsibilities so the organisation’s data stays consistent and reliable for years to come.

Common pitfalls and how to avoid them

Many building owners encounter difficulties when trying to apply building data stewardship, often because the process is misunderstood or underestimated. One of the most common pitfalls is treating stewardship as a single task to be completed rather than an ongoing responsibility. Data can quickly become outdated or incomplete if it is not reviewed and updated regularly, which undermines the very purpose of the Building Safety Act’s Golden Thread requirement.

Another frequent problem is relying solely on paper records or disconnected file systems. Paper files can be misplaced, damaged, or forgotten, and when information is spread across multiple storage methods, it becomes harder to track and update. This can cause delays in sharing information during inspections or emergencies, putting compliance and safety at risk.

Finally, a lack of training for those who handle safety data can severely weaken stewardship efforts. Even with the best systems in place, untrained staff may make errors when entering or managing information. This is why data stewardship needs to be supported by ongoing education and clear instructions for everyone involved. Avoiding these pitfalls requires careful planning, investment in secure digital tools, and a clear process for regular reviews and staff training.

The long-term benefits of effective data stewardship

Applying building data stewardship successfully offers advantages that go beyond simply meeting legal requirements. One of the most important benefits is a significant reduction in risk. When information is accurate, complete, and easy to access, building owners can respond more effectively to safety issues, incidents, and regulatory inspections. This preparedness not only protects residents and visitors but also helps to maintain the building’s operational continuity.

Another significant advantage is improved efficiency. Having a well-organised and up-to-date data set means that maintenance teams, contractors, and inspectors can find what they need without delays. This can lead to faster project completion times, fewer disruptions, and reduced costs associated with repeating work due to missing or inaccurate information.

Good stewardship also supports better decision-making. When data is trustworthy, building owners can use it to identify patterns, anticipate potential issues, and plan for repairs or upgrades more strategically. This allows for more cost-effective long-term investment in the building’s safety and performance.

Conclusion: Making stewardship standard practice

The Building Safety Act clearly states that safe buildings depend on safe, well-managed information. By treating a building’s records with the same care as the building itself, owners meet legal duties, protect people, and run their property more efficiently.

This is the essence of building data stewardship. It is not optional, and it is not temporary. It is an ongoing commitment to accurate, accessible and well-governed information. Digital tools, including compliance-focused apps, can make this easier. Still, the mindset must come first, taking ownership of the organisation’s data and keeping it safe, current and useful at all times.