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1 D7.3 Use case long term Archiving Date: Version 1.0 Document id. : duraark/2015/d.7.3/v1.0

2 D7.3 Use case long term Archiving 1 of 166 Grant agreement number : Project acronym : Project full title : Durable Architectural Knowledge Project s website : Partners : LUH Gottfried Wilhelm Leibniz Universitaet Hannover (Coordinator) [DE] UBO Rheinische Friedrich-Wilhelms-Universitaet Bonn [DE] FhA Fraunhofer Austria Research GmbH [AT] TUE Technische Universiteit Eindhoven [NL] CITA Kunstakademiets Arkitektskole [DK] LTU Lulea Tekniska Universitet [SE] Catenda Catenda AS [NO] Project instrument : EU FP7 Collaborative Project Project thematic priority : Information and Communication Technologies (ICT) Digital Preservation Project start date : Project duration : 36 months Document number : duraark/2015/d.7.3 Title of document : D7.3 Use case long term Archiving Deliverable type : Report Contractual date of delivery : Actual date of delivery : Lead beneficiary : Gottfried Wilhelm Leibniz Universitaet Hannover (LUH) Author(s) : Martin Tamke (CITA) Michelle Lindlar (LUH) Ujwal Gadiraju (LUH) Besnik Fetahu (LUH) Thomas Krijen (LUH) Michael Panitz (L3S) Responsible editor(s) : Michelle Lindlar (LUH) Martin Tamke (CITA) Quality assessor(s) : Dag Fjeld Edvardsen (Catenda) Frode Randers (CITA) Approval of this deliverable : Stefan Dietze (LUH) Distribution : Public Marco Fisichella (LUH) Keywords list : Use Case, Architectural Data, 3D, Building Information Modelling, Long-Term Archiving,

3 D7.3 Use case long term Archiving 2 of 166 Executive Summary This deliverable evaluates the fit of the proposed methods and tools against existing practises, expectations and future visions of stakeholders with an interest in long-term availability and interpretability of building information data: building owners / facility maintenance, cultural heritage / research institutions and IT-software developers / system providers. As part of the evaluation, the deliverable analyzes emerging scenarios and evaluates the outcomes of stakeholder engagement and surveying through workshops, questionnaires and targeted interviews. The results from the evaluation process are used to assess the future of digital archiving of architectural 3D data in the three domains and to check if and where the processes need to be adapted.

4 Table of Contents 1 Introduction Building Information Models in the building profession Building Information Models beyond the building phase Goal of the deliverable Status quo of the development Methods and processes Process, risks and technical decisions Sustainable Building Information Workshop Questionnaire and targeted interviews Risks Emerging scenarios of information handling for institutional stakeholders Role of information in the emerging building lifecycle Building Information Models in the operational phase of buildings Standardisation efforts for BIM and FM Facility Management and BIM Motivation to engage with BIM in FM Challenges for BIM in Facility Management Handover of data between BIM and FM

5 D7.3 Use case long term Archiving 4 of Definition of data to transfer between BIM and FM Definition of processes and roles for transfer between BIM and FM Feedback - Role of FM for BIM and design of buildings Updating of FM and BIM System architectures for BIM and FM Risks for building-related information Shift in nature of building information Future of archiving for research and cultural heritage Towards data re-use in research The landscape of research data repositories Facilitators and drivers in research data management From research data to cultural heritage Future development of vocabularies Crowdsourced data assessment Confluence of crowdsourcing and the Semantic Web Quality of results and reliability of workers Crowds and experts Exemplary digital archival practice and operation process of institutional stakeholders Institutional building owners General processes around buildings and their data Datatypes of building owners Initial creation and handover of data Organizing the use of building information across stakeholders

6 D7.3 Use case long term Archiving 5 of Challenges and alternative ways of delivering BIM:FM data Purpose, organization and architecture of IT systems for the operational phase of Building Information Keeping building information up to date Risks for stakeholders building information Cultural heritage and research institutions Producers and users - the stakeholders of our stakeholders Existing archival processes amongst cultural heritage stakeholders Expectations in future preservation scenarios for 3D data Software companies and service providers Assessment of a future digital archival practice of institutional stakeholders Process and systems in the lifetime cycle of building information Expert-based and crowdsourced data evaluation Crowdsourcing evaluation: relevance assessment of focused crawls The case of Link Prediction Conclusion and Impact Best practice for BIM in FM Best Archival Practices Recommendations for future archival practice among stakeholders Impact on and outlook to future work Appendix DTU - IKT technical BIM/CAD specifications DTU - IKT instructions for parameters for the definition of levels and base of BIM

7 D7.3 Use case long term Archiving 6 of Instructions for the delivery of area calculations DTU - IKT information for operational BIM models Bygningsstyrelsen - Definitions for technical deliverables for universities Questionnaire Introduction Information on Participant Processes Future developments/expectations Cultural Heritage: Comments

8 D7.3 Use case long term Archiving 7 of Introduction This deliverable builds on the stakeholder identification and procedural analysis as previously described in the deliverables D and D While D2.2.1 described all stakeholders along the lifecycle of architectural 3D data, D7.7.1 put forth three stakeholder groups with an interest in long-term availability of this data: 1. governmental or large scale building owners as well as the facility management in charge of the maintenance of these holdings 2. cultural heritage and research institutions with an archival mandate for architectural data 3. companies and consultants involved in creating and implementing IT-systems to manage facilities Consequently, these three stakeholder groups form the target group for institutional preservation of architectural data, as they share the goal and the responsibility of facilitating long-term availability and usability of the respective information. 1.1 Building Information Models in the building profession While the idea behind BIM can be traced back to the 1970s, it was only in 2002 that Jerry Laiserin contributed to a wider pick-up of the term Building Information modelling to describe the information centric chain that takes place in building-related processes, covering analysis, design as well as management tasks [62]. Over the following years these originally distinct areas have been chained and visualized in BIM Wheels (see Figure 1) which emphasise the linked but especially cyclic nature that building-related processes undergo. The understanding of a building as being in a constant cycle of planning, building and maintenance relates to the raising awareness of sustainability and its similar emphasis on cyclic processes

9 D7.3 Use case long term Archiving 8 of 166 Figure 1: An early BIM Wheel from 2003 showing a potential lifecycle of a building using BIM tools [12] The common BIM wheel, as presented by Bell and Bjørkhaug in 2003 [13] suggests a quite optimistic understanding of an ongoing enrichment of a single unified building model. Here, partners are working together either in one BIM model or hand over model(s) to the next partner in an ongoing chain. The query among stakeholders from all areas of the building industry in Scandinavia conducted within the Deliverable D7.7.1 shows that BIM is introduced in the Scandinavian context in a practical manner for the process of design and building. Stakeholders in the design and construction phase of a building are engaging in a practice where BIM models are shared and edited collectively. Initial geometric data is enriched with further details and properties, which are stored as metadata in the 3D object s properties. This process is however not linear, but has breaking points and loops, for example, when responsibilities are handed over during the process or simply due to the meandering nature of the planning processes. 1.2 Building Information Models beyond the building phase The investigations for D7.7.1 indicate that the concept of a unified building model which is edited by many stakeholders does not fit the actual current day practice. Instead many building models exist for the different stakeholders, which are only overlaid in certain

10 D7.3 Use case long term Archiving 9 of 166 intervals and eventually gathered in order to create an as-built documentation at the end of a building s construction phase. This is the status which is handed over to the building owners, who might use the model for Facility Management systems (FM) and furthermore pass it on to archival institutions. Figure 2: Digital Building Information Lifecycle: The parallel lifecycles of digital building information in the context of the building profession and of long-term archiving Furthermore, D7.7.1 indicates that building owners have only an interest in a limited set of data for the operation of buildings. This partial view is not dissimilar to all other stakeholders in the building process and covered within the concept of, for instance, the IFC model. Building owners are hence including only parts of the rich building information in the as-built BIM Models and through that into their FM systems. All further update and enrichment activities during the operational phase of a building focus are hence conducted on a subset of the original building information, while the original parts stay

11 D7.3 Use case long term Archiving 10 of 166 unchanged in the long-term archive. This leads to parallel cycles of building information emerging (see Figure 2): one at the building owners and their engineers and architects, which are concerned with maintaining and updating the physical building, and the other in a data archive, which is concerned with the long-term maintenance of building data. These two cycles typically intersect only when construction activities are finished or new ones are considered or planned. However, the emerging lifecycle of building information poses challenges under the aspects of the long-term accessibility of the building data, as the link between different models has to be created in a durable way, maintained and eventually re-established. 1.3 Goal of the deliverable The goal of this deliverable is to evaluate the fit of the proposed system to the work practices of the aforementioned institutional stakeholders. This requires a focus on three different aspects: Alignment with stakeholder processes: D7.7.1 described processes in place at various stakeholders. These stakeholder processes need to be revisited for the institutional preservation groups, taking into account a special focus on maintaining long-term availability of the data. Alignment with stakeholder needs: Previous research and analysis conducted in work packages 2, 6 and 7 has identified gaps in the curation and preservation handling of architectural 3D data. The use cases of the project are centered on these gaps. Existing tools and processes for the curatorial comparison of plans and scans, for the semantic enrichment of objects to facilitate the preservation of knowledge over the long-term and for modular tools to assist preservation on a logical file format layer need to be presented to the stakeholders. To adequately evaluate how the proposed processes meet stakeholder demands, procedural, technical and organizational requirements and capabilities need to be detected. These shall form the basis of evaluation procedures to take place at later points in the project. Alignment with stakeholder expectations: Stakeholder expectations focus on the procedural quality as well as on technological integratability and usability of tools. The demonstration of the first prototype of the toolset and

12 D7.3 Use case long term Archiving 11 of 166 workbench shall be judged by the stakeholders against this set of criteria. A special focus shall be put on the integratability of tools into existing workflows as well as an assessment of how the proposed tools align with stakeholders visions of future archiving processes. The evaluation process of the methods and tools will be based on the reanalysis of emerging scenarios, which the project is building on, as well as on stakeholder input to these aspects. The outcome of these two studies forms the basis for a three-fold evaluation focus: Evaluation of our methods: methods are building on emerging scenarios of information handling of the respective stakeholder domains. At this point in the project it is therefore crucial to evaluate the stakeholders visions of future practices and see if methods need to be aligned. Evaluation of our tools: Understanding stakeholder processes allows us to understand how the software will be used within their workflows and what expectations exist for the tools. It allows evaluating if and where software development needs to be aligned with stakeholders requirements. Evaluation of the data content: Methods and tools of the project largely build on linked open data and vocabularies. As these vocabularies need to be linked, the resulting datasets in themselves need to be evaluated. Engagement with stakeholders in the analysis process of the aspects mentioned above was facilitated through a workshop and through targeted interviews. The method and process behind the stakeholder engagement is further described in chapter 2. As mentioned above, an in-depth knowledge of emerging scenarios for the different stakeholder groups is necessary to understand expectations in future scenarios, but also to provide an updated benchmark, which methods and tools can be repetitively measured against. Chapter 3 describes the emerging scenarios for the stakeholder groups and also for the emerging role of vocabularies and of data assessment. Chapter 4 summarizes the findings of the stakeholder engagements, describing exemplary practice within the three groups building owner / facility maintenance, cultural heritage / research institutions and IT-service / software companies. Chapter 5 assesses the methods, tools and data content against the stakeholders expectations, drawing on the finding of the previous analysis of emerging

13 D7.3 Use case long term Archiving 12 of 166 scenarios, status quo and stakeholder expectations. Based on this, recommendations for future archival practice will be made in chapter 5 before the deliverable concludes with an outlook on further work in chapter Status quo of the development The methods and tools developed in the project are integrated into the workbench (see Figure 3). The workbench is a modular system, which is available as an integrated web-based system. However, the individual modules are mostly microservices, which are containerized and can be integrated into existing workflows within other repositories or environments as well. Figure 3: the Workbench The workbench supports the use cases described in Deliverable D2.2.1: The user is able to search and retrieve objects as defined in the respective use cases. Planning, documenting and verifying retrofitting/energy renovation of buildings and Exploiting contextual information for urban planning are access and re-use use cases that are supported through the semantic digital observatory (SDO) and the semantic digital archive (SDA).

14 D7.3 Use case long term Archiving 13 of 166 Monitoring the evolution of a structure over time, Detecting the differences between the as-planned and the as-is state, as well as, Identifying similar objects within a point-cloud scan are use cases that are supported through the geometric enrichment tools. In order to guarantee the long-term availability and understandability of the objects in the context of the use cases, the SDA needs to be maintained and the objects need to be archived in a digital preservation system. Technical and functional details of the first prototype of the workbench are available in D2.4. The implementation of tools and methods into digital preservation processes is discussed in D6.2. In its current state, the workbench presents curation as well as preservation methods and tools. It incorporates results such as metadata schemas as well as concrete enrichment and data comparison tools, enabling re-usability of the data. The importance of reusability of digital objects is further discussed in chapter 3.2.1, while the current status of the results are evaluated against user expectations in chapter 6.

15 D7.3 Use case long term Archiving 14 of Methods and processes A well-grounded analysis and evaluation of user requirements and expectations requires a structured approach. Both quantitative as well as qualitative research methods are valid approaches. In order to choose the approach best suited, the project had to determine whether a broad but possibly flat or a detailed but possibly not representative view leads to the results best suited for the process and prototype evaluation. While a broad quantitative approach leads to a more objective overview which can easily be presented in numbers and statistics, a qualitative approach rather represents detailed and highly subjective insight, which is best represented in a textual form. To reach a representative result in a quantitative approach, a large enough sample group needs to be available, whereas the sample group in the case of qualitative methodology may be significantly smaller, but shall form a good representation of the target [80]. In the case of the use cases, the user group relevant for the evaluation of methods and processes is a highly specific one. While previous work conducted in WP2 had put forth a number of stakeholders, further research conducted in work packages 6 and 7 has established that only 3 specific stakeholder groups have put forth a strong interest in long-term availability of the content and fall into the institutional preservation group: building owners and facility maintenance, cultural heritage / research institutions with an archival mandate and the IT-service providers which either provide software or services enabling the first two groups to adequately meet their archival needs. These three domains form a heterogeneous group with different sub-sets of knowledge and requirements. Due to this a qualitative approach is preferred, as it allows for the questioner to become a participant in the process by stepping actively in, for example through needed further explanation or through inquiries. The risk of the qualitative method is the subjective view point of the interviewee as well as the interpretation of the interviewer. While no universal truth can be derived from an interview processes, the work package has defined the high level form and goal of the stakeholder and use case study as follows: A stakeholder study will be conducted in form of a workshop and targeted interviews and will deliver feedback of identified stakeholders on the methods and tools which have been developed in the project so far. The sample group consists of institutions, which have been previously identified as stakeholders in deliverables 7.1 and 6.1 or of stakeholders which have voiced interest in the project as a response to dissemination activities.

16 D7.3 Use case long term Archiving 15 of Process, risks and technical decisions This section will give a short overview of the process used for the stakeholder engagement and evaluation. It gives insight into how the data material which was used for the evaluation and assessment was gathered - namely, through a workshop and through a questionnaire used in targeted interviews. Two other research methods applied for this deliverable are desktop research conducted for the analysis of emerging trends and technologies reported on in chapter 3 and the description of software and process development connected to crowdsourced data evaluation, which have been conducted in conjunction with workpackge 3 and are further described in section 3.4. No technical decisions were made in the task associated with this deliverable. Technical decisions connected to the crowdsourcing are discussed in the WP3 Deliverable D3.4, respectively Sustainable Building Information Workshop The Sustainable Building Information Workshop was held as a one-day event in Copenhagen on November 12th, It brought together 23 participants of the different stakeholder groups and the consortium with the goal of discussing current practises and future scenarios in long-term usability of building information. To achieve this goal, the workshop was broken down into presentation as well as discussion segments, which followed common themes: 3 Current and emerging data practises, software and service infrastructures and an outlook and assessment of future scenarios. As part of the presentation session, two building owners and facility managers presented their current data practises - Copenhagen Property shared the challenges in integrating BIM into their system and work practises and discussed what the right level of maintainable data is in a setting with buildings. The Danish Technical University DTU presented their from paper to BIM strategy and highlighted accuracy and credibility as key factors to be addressed in the digital objects. For the software and services sector, the software companies DALUX, drofus and Catenda were invited to give short insights into their existing system architectures in the facility maintenance domain - this presentation segment was directly followed by a presentation of the workbench to allow for a direct discussion of how the results can be integrated into existing system landscapes. The project furthermore presented the different goals of the 3 The presentations mentioned below are made available on the website, under: copenhagen-presentations-online/

17 D7.3 Use case long term Archiving 16 of 166 Figure 4: Announcement of the Sustainable Building Information Workshop on the webpage project and introduced emerging challenges and scenarios as well as insights into how the project is addressing these. The second half of the workshop was dedicated to break-out sessions. Here, pre-defined groups were set up to ensure an even mixture of, building owner/facility maintenance, cultural heritage and software company representatives in each group. To steer the discussion, the representatives in the groups were briefed prior to the workshop and each group was given the following list of questions as a discussion guideline: 1. Reflection past: Where did system(s) not work in respect to lifecycle views and long-term archiving? Why did it not work? -or- Why did it work well? 2. Current practise: What is your current / typical landscape of IT-system(s)? What data would you use / re-use in an emerging building lifecycle?

18 D7.3 Use case long term Archiving 17 of Future practise: What do you envision as challenges and potentials for your future practice? Where does your profession / sector need to change and with what requirements? Who is the driver behind new process implementation in your system (e.g., user-lead vs. software-vendor-lead process)? How can adaptable systems be developed? How could your system / process be used as - or extended towards - long-term archiving functionality? The representatives within the groups took notes and audio recordings, while all presentations where as well videotaped. The entirety of the material was used for the evaluation discussed in chapters 4 and 5. The workshop concluded with a brief recapturing of the groups discussion results. The workshop was documented on the webpage, where all, but one presentation delivered at the day are available, as well as a list of participants. The workshop received very positive feedback from the participating stakeholders Questionnaire and targeted interviews In designing the questionnaire 4 standard procedure as recommended by literature [43][16] was followed. In a first step, the target group and distribution method was defined. It was decided that the questionnaire was to be given to the attendants of the workshop and in addition sent via to selected institutions of the three stakeholder groups relevant to the institutional preservation use case study. A focus should be put on institutions who either already work with 3D architectural data or are likely to be working with it in the near future. After the initial return of the questionnaire by the respondents, selected follow-up interviews were conducted where considered necessary. The content of the questionnaire was designed using the overarching questions covered in this deliverable: Information on participant The intent of this section is to gather basic information about the respondent s 4 The questionnaire including the different domain versions is described in the Appendix

19 D7.3 Use case long term Archiving 18 of 166 organization in regard to stakeholder group, position in the market / institutional landscape, size of the institution in terms of the scale of employees and of clients / (digital) projects. Information on current processes The intent of this section is to gather information regarding the status quo of the organization s digital holdings (e.g., size, heterogeneity and 3D ratio), the organization s system landscape (e.g., client/server architecture, interface type, commercial/custom-made, archiving functionality), and the who and how of data production and consumption (e.g., deposit processes, indexes and metadata for description, why is data accessed, who accesses data). Information on visions for future scenarios The intent of this section is to gather information on emerging processes that the stakeholder considers necessary. These emerging processes may include methods already covered in tools as well as methods currently not addressed in the project. Stakeholder expectations are queried for feasibility criteria and integration requirements in the system and process landscape. Questions cover the use of external catalogues or libraries, linked (open) data and go and no-go criteria for services and their potential providers. The questionnaire combines multiple-choice with free-text question types. While questions dealing with rather limited scopes - this is in particular true for the Information on participant and holding-related Information on current processes questions - are best addressed in multiple-choice to allow for easy categorizations and comparisons of the results, the main focus of questions about processes and future scenarios is to gather detailed information and are therefore best addressed in free-text answer options. As the three stakeholder groups come from different domains, they do not speak the same language in regards to processes. Furthermore, processes may be comparable in nature but effectively have different names or use different terminology in the respective domains. An example for this is the use of external vocabularies: while the buildingsmart dictionary may be well known and understood in organizations that already deal with BIM, such as facility maintenance and software providers of building information repositories, cultural heritage institutions may not know buildingsmart. To give an example of how this was addressed - question 6a Do you use or will use catalogues, vocabularies or libraries from external sources to index your data? listed different examples - for software vendors

20 D7.3 Use case long term Archiving 19 of 166 and cultural heritage institutions the question text read as for instance Getty AAT or the buildngsmart data dictionary, for building owners just the buildingsmart data dictionary example was included. The questionnaire was given test-runs by different project members to ensure understandability and adequate length and form Risks Risks associated with the process: Risk Assessment Contingency Solution Project # Risk Description Relevance 1 The chosen Impact: High The risk of subjectiv- Low methodol- Probability: Low. The ity falsifying the results Not ob- ogy for the subjectivity is a risk of is counteracted by three served user analysis any qualitative study and measures: (1) a detailed is too sub- partially intended, as it plan for the process (2) jective, not allows for a direct dia- the study being executed allowing for logue on the surveyed ma- and monitored by sev- a correct use terial. eral project team mem- case analysis bers from different domains and (3) the review process of the deliverable, bringing in yet two more views.

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