Managing operational documentation for 24 shopping centers nationwide is no small feat, but Scala Eiendom has achieved a new level of efficiency and oversight thanks to Findable. The implementation of this innovative solution marks a turning point in how the company handles its vast array of operational and legally required documents.
The challenge:
Manual processes and fragmented documentation
Scala Eiendom’s Technical Manager, Magne Eriksen, faced the daunting task of ensuring compliance and operational efficiency across a portfolio of shopping centers spread throughout Norway. Historically, the documentation process was fragmented and heavily manual. Documents were stored on USB sticks, servers, and emails, making it difficult and time-consuming to retrieve critical information.
“Operational documentation is something everyone agrees is important, but nobody wants to deal with,” Magne remarks.
The challenge was further complicated by the involvement of multiple stakeholders, including tenants who often worked on the facilities, contributing to the complexity of maintaining a well-organized archive. The inefficiency not only slowed operations but also posed risks of non-compliance with regulatory requirements.
The solution:
Findable’s AI-Driven document management
In search of a solution, Scala Eiendom initiated a pilot project with Findable at two shopping centers. The success of the pilot led to a company-wide rollout, transforming how documentation was managed across all 24 properties.
“Starting to use Findable is simply a small moon landing for us; it’s like night and day compared to how we used to work.”
—Magne Eriksen, Technical Manager at Scala Eiendom
Findable automated the categorization and organization of all types of documentation, streamlining the process significantly. Facility managers could now access critical documents directly from their mobile devices during inspections, drastically reducing wait times and improving operational workflows.
Streamlining compliance and maintenance
One of the key benefits of Findable is its ability to simplify compliance with building code requirements. Documents from different sources—projects, maintenance activities, and operations—are now centralized and easily accessible. Color-coded reports highlight gaps in documentation, allowing the team to quickly identify and address missing documentation.
“By using Findable, the threshold for submitting building code documentation has become very low,” Magne says. “It’s a complex picture with many involved parties, but Findable makes it manageable.”
The solution has proven particularly valuable for maintaining equipment such as fire alarms, escalators, gates, and ventilation systems. “We can’t take good care of our technical equipment without the right documentation,” he adds.
Integrating Findable with Scala Eiendom’s existing system made it easier for the team to use and adopt. “This means that our colleagues don’t really have a new system to deal with,” Magne notes. “Everything works seamlessly with what they’re already familiar with.”
Always ready, always compliant
The impact of Findable has been profound. Facility managers now have instant access to datasheets and manuals while conducting inspections, enabling faster decision-making and reduced downtime. The streamlined process not only enhances day-to-day operations but also mitigates the risks associated with missing legally required documentation.
“Before, you typically had to find the documentation on a USB stick or server,” Magne recalls. “Alternatively, you had to call, request it via email, or search for it yourself. Now, we simply remove the wait time and move forward efficiently.”
Scala Eiendom’s proactive approach to uploading documentation ensures that gaps can be identified and addressed effectively. “Knowing what we have and what’s missing is the first step to achieving full compliance,” Magne says.
The results:
A new standard for operational excellence
With Findable, Scala Eiendom has set a new benchmark for operational efficiency and compliance. The implementation has not only reduced manual effort but also provided a structured, reliable system for managing critical documents.
“It’s simply a small revolution for us. Findable allows us to focus on running our operations rather than chasing paperwork.”
—Magne Eriksen, Technical Manager at Scala Eiendom
The adoption of Findable represents a leap forward for Scala Eiendom—an innovative step that underscores the transformative potential of AI-driven solutions in property management.
