Estates Document Management

University of Leeds - Estates Documentation Management
University of Leeds Logo
In 2015, University of Leeds approached COGNICA looking for a partnership to support them with their estate portfolio information.​ ​ The University has 450 buildings and their operation and maintenance information for these buildings was in multiple formats and structures meaning that it was difficult for Facilities Management Teams to find the information they needed quickly and easily.​​
Legacy hard copies for digitisation

Project Requirements

COGNICA’s requirement from the University of Leeds, was that all their estate Health & Safety, O&M and Regulation38 documentation needed to be digitised, standardised and centralised in their SharePoint platform, so information could be easily searched, accessed and updated. 

  • Missing & incomplete documents
  • Out of date information
  • Time wasted searching for
    the correct information

Standardised format


Easily accessible, easily maintained

Supports Golden Thread compliance

University of Leeds Campus

An updatable, maintainable solution

COGNICA consulted with the University and developed a standardised O&M structure to suit their requirements, as well as configuring their SharePoint platform to allow the documentation to be delivered and stored. COGNICA, then started the process of converting their legacy documentation into the agreed structure and delivering into their SharePoint platform.

  • Standardised format
  • Secure
  • Easily accessible
  • Easily maintained
  • Supports Golden Thread compliance

An ongoing relationship

COGNICA are still partnered with the University of Leeds, managing and delivering the documentation for all their new build and refurbishment projects. COGNICA works directly with the Main Contractor to ensure that documentation is provided in the format University of Leeds requires to manage, operation and maintain their buildings through their lifecycle. ​

Can I say I think it's an excellent product, the interface is very intuitive and the content easy to update

Project Manager, Old Moat School, Manchester City Council

COGNICA’s quality management systems provide our clients with complete confidence in the reliability of our products and solutions and is a registered member of the ICO for Data Protection under reference ZA751681.


COGNICA hold a number of active quality certifications including ISO 9001 certification for collation and delivery of information (DNV), ISO 14001 for its Environmental Management System (DNV), ISO 45001 Occupational Health and Safety System (DNV), ISO 19650-1 and -2 for BIM Level 2 delivery (BSI). In addition, COGNICA hold further accreditations in Builder’s Profile Premium, Constructionline Gold, Achilles UVDB Silver, Acclaim (SSIP scheme), IHEEM affiliate and CSCS cards for construction site safety.

O&M Quotation Enquiry

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