information rule 005 defence e&ig building space records

July 2021 Version 1.0 P a g e | 1

Information Rule 005

DEFENCE E&IG BUILDING SPACE RECORDS

Information Steward

In accordance with the EIG IM Framework, the Information Subject Area Steward for Building Space records is Estate Service Delivery, the Business Information Steward is Directorate of Estate and Land Management (DELM).

Definition

A Building space in most cases is defined as;

An enclosed physical area either internal or external to a building. Typically separated by door however may be a distinct change of use or other attribute such as floor covering.

Internal Spaces Include

• Stairs and stairwells - shall be considered a separate space except where they are part of a corridor or a low landing (ie: 3 or less steps).

• Electrical/Communications Switchboards - considered an individual space when contained within an alcove or cupboard.

• Fire Hose reels - considered an individual space when contained within an alcove or cupboard.

• Wet areas and ablutions shall be considered one space unless a door creates a separate space.

• work areas divided by removable or half height partitions be deemed as a single space unless existing data identifies individual datasets (uncommon outside ACT)

External Spaces have an entry point from outside the building only, and cannot access the internal spaces of the building directly from this space.

External Spaces include

• external stairs, ramps directly attached to the building areas, • an area containing air conditioning equipment adjoining a building. • Veranda and area with a roof, but a patio without a roof is not considered a space.

A full listing of potential space ‘types’ can be found in the Estate Register Information Model (ERIM), Estate Class 1 (Column B) with value “Space”. The ERIM is found on the Defence Estate Quality Management System (DEQMS) on the Estate Data Information pages. https://www.defence.gov.au/estatemanagement/lifecycle/EstateDataInformation/Default.asp

https://www.defence.gov.au/estatemanagement/lifecycle/EstateDataInformation/Default.asp


Figure 1 – Example external space capture of a covered area

Image A & B - Example stairs external to building requiring separate space capture

Image C - Example external stairs and landing (if completely uncovered) at entry to building requiring external space record for the area from the start of the stairs up to the door of the building.


Identifying Internal Spaces

Identification of distinct spaces can be difficult depending on the circumstance. The following section aims to address common concerns or problem areas.

Wet Areas

Wet areas and ablutions with multiple rooms shall be considered one space unless a door creates an enclosed room. The following ECIDs may be applicable:

ECID Rationale S.05 – Bathroom Wet area including showers, basins, toilets in same area. S.09 – Change Room Area for changing clothes, may contain benches and lockers. S.72 – Toilet Single room containing toilet and/or hand basin

S.82 – Airlock A compartment with parallel sets of doors, to permit movement between areas at different pressures or control measures.

Wet Areas in a single space that have combined shower/change and Toilets in the same space shall be assigned an ECID of Bathroom

Figure 2 – Example wet area and ablutions as a single space

Wet areas, where doors create fully self-contained spaces shall be independently recorded. Each room is to have the appropriate ECID assigned depending on function; ie:

Space ECID 019 Airlock 020 Bathroom 021 Toilets or Bathroom 022 Toilet

Figure 3 – Example multiple wet area and ablutions space capture


Non-enclosed Spaces

Areas which are not separated by an obvious door or doorway may require a separate space record. Separate space records should be created where there is a distinct different use or space type and/or a different floor covering or cleaning requirement.

ECID Rationale S.57 - Passageway Hall or corridor area for movement of people

between spaces or throughout the building, includes walkways.

S.48 Lunch Area Area for social gatherings and consumption of food typically associated with offices and non-office working accommodation and containing limited kitchen facilities.

S.64 - Resource Room Office area for locating shared use office equipment.

Figure 4 – Example of space as marked on plan


Open Offices & Workstations

Where an area comprises workstations or work areas divided by removable or half height partitions or privacy screen there are two different options available;

The area shall be deemed as a single space (default option), unless

The facility is subject to a formalised lease / licence / GFF arrangement and/or meets the criteria for Australian Government Property Data Collection (PRODAC) reporting, which will require each workstation or work area to be deemed a space.

In both approaches where an Open Office has a primary movement corridor/ Major Thoroughfare present, the passageway is to be considered separate to the Office/Workstation.

When the area is considered a single ‘Office’ space (default option):

• Major Passageways will typically have one side running along a fixed or permanent wall OR be part of a dedicated fire evacuation route.

• Minor access ‘branch’ walkways between desks form part of the office area.

Figure 5 – Open office considered as a single space with separate passageway

Where an Open Office is being recorded by Workspace:

Each work area is assigned the ECID of ‘Workspace’ with other movement corridors linking different area being recorded as ‘Passageways’

ECID Rationale S.54 - Office Area for use as office space includes single office,

multi-office or open plan area. S.81 – Workstation Office space for provision of a workstation.


Figure 6 – Open work area considered by workstation

Service Cupboards and Ducts

Cupboards or alcoves housing fixed building services such as Fire Suppression, Electrical or Communications Switchboards or Fire Panels are to be considered individual spaces for each distinct cupboard.

Likewise Service ducts enabling the transfer of building services between areas and levels are considered individual spaces however these must be applied to each level the duct passes through.

Figure 7 – Examples of Service Cupboards

ECID Rationale S.18 - Cupboard Built in enclosed storage area, typically (but not

always) with door S.66 - Service Duct Area that contains building services including but

not limited to electrical, ICT, hydraulic, fire, security reticulation. Applied to each affected level.


Internal Stairways and Lift Wells

Stairs and stairwells are to be assigned as a space when there is a change of elevation of more than 3 steps. This may also include any landing area immediately adjoining the stairs.

Lift well is the unobstructed area to enable to vertical movement, including any service area or voids directly associated with the operation of a lift.

In both instances, individual spaces are to be created for each and applied to every level that the asset services.

Figure 8 – Example stairs in a corridor and stairwell space capture

Image D - Example stairs in a corridor not requiring separate space capture

ECID Rationale S.57 - Passageway Changes in height of 3 or less steps are to be

considered part of the adjoining passageway S.68 - Stairs A flight of more than 3 steps S.45 – Lift Well Area occupied by lift. Applied to each affected

level.


Image E - Example stairs within a building requiring separate space capture

Identifying External Spaces

External Stairs, landings and verandas Shall be considered separate spaces when directly forms part of the building envelope. Stairs physically disconnected from a building are considered Infrastructure.

ECID Rationale S.68 – Stairs A flight of more than 3 steps S.42 - Landing An assembly or entrance area immediately outside

an external building door that is not covered S.74- Veranda An assembly or entrance area external to a

building that has a roof covering.

Images F & G - Example stairs external to building

requiring separate space capture

Figure 9 - Example of External Stairs space marked on plan


Image H - Landing

Figure 10 - Example of Landing space marked on plan

Image I – Veranda

Figure 11 - Example of a Veranda space marked on plan

Image J - Combined Stairs and Landing

Figure 12 - Example of Combined Stairs and Landing marked on plan


Numbering (Space EBI)

Space EBI’s are allocated by the Designer/Project Contractor in accordance with the following numbering convention;

• EBI XXXX/@ZZZZ/LLL/XDDDDS Where:

o XXXX/@ZZZZ/ = the EBI for the Building o LLL = adds the Building Level EBI o X = external space identifier (only if applicable) o DDDD = the Space number o S = the Sub Space letter (only if applicable)

For example:- The following Space EBI’s would identify Building Spaces at HMAS Cairns, Building 5, Level 1

o 0009/0005/01/0021 – Space 21, no wing reference, o 0009/0005/01/A0021A –Space 21A in wing A , o 0009/0005/01/A0021 - Space 21 in wing A, o 0009/0005/01/AX0021 - External Space 21 in Wing A and o 0009/0005/01/X0021 - External space 21 no wing reference

It is important to recognise the impact of space identification numbering during the design process as design schedules, registers and tables that reference a particular room must reflect the EBI assignment of the finalised building. It is strongly encouraged that Space Identification and EBI assignment occurs as early as reasonably practical during the design process.

Each space will have an EBI number assigned to it, these numbers will be assigned using the following methodology;

• Begin at the main entrance of the building and commence numbering from the first external or internal space (e.g. If the building has an external entry veranda this will be the first external space);

• Assign the next space number to the first area inside the front door (e.g. airlock, entry foyer, hallway or waiting room);

• Find the nearest wall on your left and follow it until you reach a doorway or clearly identifiable separate space (see Space Definition section);

• Mark this room or area as the second space; • Continue to move through the building CLOCKWISE recording a new space each time a

space is encountered (next doorway or entry point) increasing the space number by 1 each time

• Note that for rooms within rooms, these should be recorded before moving to the next clockwise doorway.


Where Building Space data already exists for a building but the building has since been renovated which adjusts where the space boundaries are (e.g. A wall has been added) the following numbering should be applied;

Figure 13 – Example of splitting a space

With the new space created having the ‘A’ suffix in its numbering convention. This serves the main purpose of;

• By splitting the space into 3 & 3A rather than into 3 & 4, we preserve all labelling/previous attached data to the other spaces in the building by not having to adjust their numbering

If the opposite situation to above is encountered (two spaces has been turned into one space) the higher numbered space will be removed from the system, an example is explained below;

• If the wall between Space 3 and 4 of a building has been knocked down, the space will be treated as a single space numbered Space 3 and Space 4 will be removed from the system (identified as disposed).

Space numbers (EBI’s) in GEMS must be unique, so if a building requires re-numbering the space numbers should commence with the next available unique number (e.g. If current spaces are numbered 1 to 10 and a complete re-numbering is undertaken the first space number will be 11). Any equipment or associated records that will remain must be re-parented to the applicable new Space record.

Asset Description

• A Combination of Room Number and Room Description • Source data to be [rm_id] – [name] fields from original DEMS data as default source.

o Ie: GF.04 – CO Office • Physical Precedence to take precedence so if room name radically differs from source

data, asset description name to be amended. • Ablutions to be marked for sex in description field if clearly indicated on site. • New spaces to be assigned per Field Identification of New Spaces’ section of this

document.


Asset Descriptions need to be concise enough for a user to identify a specific room by number and/or name but not be specific to a particular person to enable flexibility of change without data update.

Asset Descriptions are to be in the format xxx – Space Name. Where xxx is:

• For new building construction or complete building refurbishments – indicates the final 3 digits of the EBI

• For historical data remediation or where a historical numbering sequence is present within any part of the building – the historical room identifier. This may be in the format G or GF-xx to maintain connection to critical historical data and documentation.

The Space Name component of the Asset Description will describe the use of the space, but shall not include details of personnel or position titles of the person occupying the space.

As a minimum the Estate Class 2 of the Space can be the Space Name. Examples of Space Names are in the table below.

Space Types Acceptable Space Name Not Acceptable Space Name Bathrooms, Toilets, Change Rooms

Identifying feature: Unisex or Gender Specific, Disabled Ie: Disabled Ablutions

Identification of a specific unit as is a ‘common’ facility

Office, Workstation Roles may be identified only if the position has fixed offices AND key personnel or function i.e. Base Managers Office or Commanding Officer’s Office

Identification of a specific person ie: CPL Barnes Office or John Smiths Desk

Common Building Facilities (resource Rooms, Lunch Area)

Mothers Room Lunch Room / Breakout Room Billiards Room

As these are common facilities, Units should not be identified: eg. GEMS Branch Tea Room

Recreation Areas Can include: - details of the actual room ie: Billiards Room - Rank/purpose where designated specific ie: Airmen’s Mess Dining Room

As these are common facilities, Units should not be identified.

Storerooms Dry Goods Store Q Store

Identification of a specific unit or owner UNLESS in specific mixed unit lines

Bedrooms / Accommodation

Bedroom or Unit number Pte Blogs’ Bedroom

Workshops Identification of a use of the workshop - Paint / Sand Blasting - Vehicle Maintenance

Identification of a specific individual: Johns Mechanical Workshop


Spatial Requirements

Building Space plans must be produced in accordance with Section 4 of the Spatial Data Management Plan (SDMP) for all buildings as defined by ERIM Estate Class 1.

Other drawings or plans may be required in accordance with contract specifications.

Objective Requirements

Individual Objective folders for spaces are not required. Any specific document relevant to a particular space is to be filed in the Objective folder for the parent Building.

Summary of Changes

Version Description of change Date 1.0 Initial version July 2021

information rule 005 defence e&ig building space records

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