Real estate information is often scattered across different departments within an organisation. Moreover, much of it is still not digitised or centralised, making it difficult and time-consuming to find and share essential data. Jasper Garssen, Head of Real Estate Information at Utrecht University, is all too familiar with these challenges. He is responsible for managing the information of over 200 properties, ranging from nearly new buildings to centuries-old monuments. BIMcollab Twin helps Jasper’s team to centralise this data and make it easily accessible to both internal and external users.
Utrecht University is a major player—literally. Its property portfolio covers around 650,000 square metres of gross floor area. This includes not only academic and research buildings but also bike sheds, technical installations, and historic properties throughout the city. Managing this portfolio is comparable to running the real estate of a mid-sized municipality. Every adjustment, repair, maintenance task or renovation must be properly recorded to extend building lifespan and ensure compliance with laws and regulations. To future-proof real estate strategy, you need a reliable document management system today.
From 2D documentation to 3D models
Jasper Garssen explains: “Different user groups within the university—from project managers and advisors to reception staff and students—need access to up-to-date and reliable property information. External stakeholders do too: a contractor working on an installation, an architect preparing a renovation, or a maintenance company carrying out an inspection. They all benefit from a central, well-structured digital environment that offers quick and accurate access to information—much more insightful than traditional two-dimensional documentation. Moving towards 3D models adds a whole new dimension to how we manage information.”
Universities and other semi-public institutions are also expected to report on CO₂ emissions and sustainability measures. From 2030 onwards, they will be required to build at least 50% cradle-to-cradle (C2C) and keep precise records of the materials used. This demands a highly detailed and structured system for managing building data.
Phasing Out Physical Archives
Until recently, Utrecht University’s real estate information was spread—often frustratingly—across eight physical archives consisting of shelves, cabinets, boxes, binders, and external hard drives. Just before the COVID-19 pandemic, the university successfully digitised and consolidated everything into three archives. Jasper is pleased with the result: “Paper archives required storage space, needed climate control to avoid damage, and posed a fire risk.
Searching for information was time-consuming, which directly affected decision-making speed and quality.”
These are familiar issues, not just in academia, but in municipalities and construction firms too.
The next step was to select a suitable platform that would enable the university to take the leap in data-driven working. Following a tender process, BIMcollab Twin emerged as the winner. Roy van der Velden, one of the developers of BIMcollab Twin, recalls the brief:
“The university was looking for a future-proof platform that would sit at the heart of the organisation and be easy to access for different user groups. The tender also included user training and the migration of existing data.”
Standardisation through Metadata
On 1 July 2024, the first phase went live with 50,000 operational documents essential for daily maintenance tasks. In the next phase, the static archive will be delivered, including permits, structural calculations, and technical drawings. Finally, the project archive will follow. Jasper says:
“Instead of a traditional folder structure, users now benefit from metadata—a standardised and efficient way to manage real estate information. An added benefit is that BIMcollab Twin is not just an archive, but also a platform for active projects. This allows departments and external stakeholders to collaborate and exchange information within a common data environment.”
Despite the benefits, digital transformation remains a challenge. “Some colleagues struggle with the transition from traditional folders to metadata-driven systems, or with the move from 2D to 3D models,” says Jasper. This is a familiar challenge for any organisation undergoing such a transition. To support this shift, BIMcollab Twin was tailored to feel like a perfect fit. The interface, for example, has been partially customised to offer users a familiar experience without compromising the power of metadata.
Collaboration and AI Integration
Training and support were also key. By involving users early and sharing success stories, acceptance has grown. Jasper notes that once staff see the advantages of digital real estate management, they become internal ambassadors, helping colleagues adopt the new way of working. Utrecht University has also played a significant role in the ongoing development of BIMcollab Twin. Working together with other universities—such as TU Delft and Wageningen University—Jasper’s team has contributed to optimising the system’s functionality. It highlights the importance of collaboration and knowledge sharing across the academic sector.
Looking ahead, artificial intelligence presents promising opportunities. AI can help detect anomalies in buildings, predict maintenance needs, and suggest energy-saving measures. This isn’t just relevant for universities, but also for municipalities, hospitals, and commercial property managers who want to take a more proactive approach to asset management. With around one million documents in its real estate archive, Utrecht University is well-positioned to benefit from such innovations. “We’re a university, so learning never stops,” Jasper concludes.
