6 Essential IT Upgrades for Practices to Meet Building Safety Act Requirements
As the Building Safety Regulator (BSR) drives the industry towards stricter safety measures, the ability to adapt quickly and effectively isn't just a competitive advantage—it's a necessity.
The Building Safety Regulator (BSR), established under the Building Safety Act 2022, is ushering in a new era of accountability and safety in the built environment. For many practices, this marks a pivotal moment—how you manage, store, and share information could define your compliance, reputation, and success. As the BSR drives the industry towards stricter safety measures, the ability to adapt quickly and effectively isn't just a competitive advantage—it's a necessity.
This change demands more than just adjustments to workflows; it calls for a proactive overhaul of IT systems to meet the evolving standards of safety, transparency, and collaboration. From maintaining the Golden Thread of information to ensuring robust cybersecurity and seamless stakeholder engagement, the demands are high—but so are the opportunities to innovate and lead.
Now is the time to evaluate and upgrade your IT infrastructure to ensure it's compliant and agile enough to handle future challenges. By embracing these changes with the right tools and systems, your practice can thrive in this new regulatory landscape while reinforcing trust and safety in the communities you serve.
So, with that in mind, here are our 6 key considerations for IT requirements:
Enhanced Digital Record-Keeping
Requirement: The Building Safety Act emphasises maintaining a Golden Thread of information—accurate and up-to-date digital records of a building's design, construction, and ongoing maintenance, aiming for accountability and safety throughout the building’s lifecycle.
Impact: Practices must adopt advanced digital tools to securely create, manage, and store these records. Robust Building Information Modelling (BIM) systems are essential for centralising project data, tracking updates, and ensuring compliance with safety regulations.
IT Needs:
Upgraded servers or cloud storage with high capacity - Scalable, secure solutions for managing large volumes of data, such as cloud platforms (e.g., Azure, AWS).
Compliance-focused document management systems - Tools like Asite or Aconex for efficiently organising, tracking, and auditing documents.
Integration of BIM Level 2 or Level 3 software - Advanced platforms like Autodesk Revit or Graphisoft ArchiCAD centralise data, enable collaboration, and ensure interoperability.
2. Improved Cybersecurity
Requirement: The Building Safety Act 2022 mandates that sensitive data related to building safety—such as structural plans, fire safety measures, and compliance records—must be protected against unauthorised access and breaches. This is essential to ensure the integrity of safety-critical information and to prevent misuse or theft that could compromise public safety or a practice's reputation.
Impact: As practices handle increasing amounts of sensitive and proprietary data, the risk of cyberattacks grows. Hackers targeting critical safety information can lead to data breaches, compliance failures, or legal and financial repercussions. To mitigate these risks, practices must adopt proactive cybersecurity measures that address vulnerabilities across systems, software, and user behaviour. Regulators and clients will also expect stringent safeguards to ensure trust in data handling.
IT Needs:
Advanced firewalls, encryption, and secure access control - Use enterprise-grade firewalls, strong encryption (e.g., AES-256), and multi-factor authentication (MFA) to protect data and restrict access to authorised users.
Regular IT security audits and vulnerability assessments - Schedule penetration testing, apply security patches promptly and maintain audit logs to identify and address system vulnerabilities before exploitation.
Training staff on cybersecurity best practices - Conduct workshops and e-learning to help staff recognise threats like phishing and ransomware and adopt secure work habits, reducing the risk of human error.
3. Collaboration Tools for Stakeholder Engagement
Requirement: The BSR promotes collaboration among architects, contractors, regulators, and building owners to ensure compliance. Effective communication and information sharing are critical to achieving transparency and maintaining alignment throughout a building’s lifecycle.
Impact: With increased scrutiny and accountability, practices must embrace real-time collaboration to meet compliance standards and manage stakeholder expectations. Digital platforms facilitate seamless communication, reduce delays, and ensure all parties work from the same up-to-date information. This streamlines workflows and minimises the risk of errors, miscommunication, or missed regulatory requirements.
IT Needs:
Collaboration software like Microsoft Teams or Asite for document sharing - Use tools like Microsoft Teams, Asite, or Trimble Connect for secure document sharing, version tracking, and integrated workflows.
Enhanced video conferencing and communication tools - Invest in tools like Zoom or Microsoft Teams with features like screen sharing, breakout rooms, and recording for effective collaboration.
Platforms for managing regulatory submissions and feedback - Managing detailed submissions, tracking approvals, and responding to feedback efficiently is crucial for compliance. Platforms like Aconex or Procore can support structured workflows and streamline regulatory engagement.
4. Compliance Monitoring and Reporting
Requirement: Practices must demonstrate compliance with safety standards, including maintaining detailed audit trails that document all decisions, changes, and updates made during the design, construction, and ongoing maintenance phases. These records must be readily available for audits and regulatory reviews, ensuring accountability and transparency.
Impact: IT systems must track changes to designs and construction processes while facilitating easy access for audits. This ensures a complete record of who made changes when they were made, and why. Additionally, streamlined access to this data is crucial for responding to regulator requests or conducting internal reviews. Efficient systems reduce the risk of errors, improve accountability, and save significant time during audits or compliance checks.
IT Needs:
Compliance management software - consider tools like Asite, Procore, or iAuditor to manage compliance workflows, automate reminders, and provide a clear structure for safety-related tasks.
Automated reporting tools to generate compliance reports - Implement tools like Power BI, Tableau, or built-in reporting features in compliance platforms to create automated and customisable compliance reports.
Integration with regulatory submission portals - Adopt platforms that can connect directly to portals like the BSR’s submission systems or integrate seamlessly with tools used by contractors and stakeholders.
5. Training and Digital Upskilling
Requirement: New IT systems demand staff training to ensure practical usage and compliance with regulations. Training allows employees to navigate new tools confidently, understand regulatory requirements, and maintain compliance.
Impact: Many practices may need to invest in IT literacy to bridge skill gaps, particularly for tools like Building Information Modelling (BIM) and compliance management software. Without adequate training, teams risk misusing systems, leading to inefficiencies, non-compliance, and errors in critical data. Ongoing professional development ensures employees stay current with evolving technology and regulations, creating a more adaptable and resilient workforce.
IT Needs:
Budgeting for software training programs - Partner with software providers or third-party trainers to deliver tailored sessions on tools like BIM, compliance platforms, and cybersecurity protocols.
E-learning platforms for ongoing professional development - Use LinkedIn Learning, Coursera, or Udemy for Business, or opt for industry-specific tools focusing on BIM, compliance, and project management training.
6. Scalable Infrastructure for Changing Requirements
Requirement: As regulations evolve, practices must adapt their IT systems to meet new demands. Safety-critical information—such as design specifications, structural details, and compliance documents—must be shared seamlessly and securely to meet this requirement. The ability to transfer data in standardised formats ensures clarity, prevents misunderstandings, and avoids delays in regulatory processes or project execution.
Impact: IT systems need to use standardised data formats so that different platforms and software that various stakeholders use can work together smoothly. At the same time, secure sharing mechanisms are essential to protect sensitive safety-related information from breaches or unauthorised access. Practices that lack these capabilities risk miscommunication, compliance failures, or even data leaks, potentially compromising project timelines and reputations.
IT Needs:
Modular and scalable IT solutions - Modular platforms for project management or BIM software, such as Autodesk Construction Cloud, allow practices to tailor their systems to current needs while remaining prepared for future demands. Scale resources up or down based on project demands, avoid overpaying for unused capacity, and easily integrate new technologies or features as regulations and industry needs evolve.
Regular IT infrastructure reviews and updates - Regular reviews ensure that your IT infrastructure aligns with the latest technological advancements, regulatory changes, and business objectives. Schedule periodic assessments of hardware, software, and network systems. Work with IT-managed service providers to identify areas for improvement, such as upgrading servers, enhancing cybersecurity measures, or updating BIM software to the latest version.
Addressing these IT requirements isn't just about compliance—it's about future-proofing your practice in an increasingly regulated and competitive industry. Meeting the standards of the Building Safety Act 2022 means more than ticking boxes; it's about creating a safer, more transparent environment for your team, your clients, and the communities you design for. Doing so will meet today's demands and set your practice up for success tomorrow.
With the right IT solutions, you can streamline operations, ensure airtight compliance, and foster seamless stakeholder collaboration. Don't let outdated systems or piecemeal tools keep you from meeting these critical requirements. Instead, partner with an IT-managed service that understands AEC practices' unique challenges and needs.