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 As digital transformation (DX) continues to make a significant impact on the workforce, companies are leveraging automation tools to streamline business practices. But, these automations can be confusing for companies that are new to DX, and finding the right tools for you may seem like a challenge. You may have heard the terms system of record (SoR) and system of action (SoA) recently, but what are the differences, and which one is right for you? Here, we break down these terms, how you can utilize these tools, and how to pick the best solution for your facility.

What is a System of Record?

A system of record is an information system that serves as a shared reference point for your business. In short, this is a database or application that stores important company records and data to ensure consistency and organization among your team. Generally, SoRs are used to store documents, manage daily processes, and even aid in regulatory compliance. SoRs provide benefits for teams looking to identify historical data patterns and provide overviews of metrics to identify gaps and goals within your facility.

What is a System of Action?

A system of action refers to a platform that focuses on automation of data. In facilities management, systems of action are used to automate workflows for your team, providing real-time data to improve communication and task completion. SoAs also provide the ability to increase collaboration amongst facilities teams, employees, and tenants, as data can be transferred and updated quickly. SoAs continue to grow in popularity as business automation tools expand, providing teams with innovative platform data at their fingertips.

What is the Difference Between SoR and SoA?

With an overview of systems of record and action under your belt, let’s break down the differences between them. Systems of record, as the name states, generally focus on data records. This is extremely beneficial for those who require complex document management or are looking to implement an organizational system for assets or regulatory compliance.

While SoRs are commonly used for back-end tasks that do not have a specific timeline, systems of action are preferred for making real-time decisions. SoAs have gained popularity due to their ability to help streamline workflows for large-scale facility teams, cutting down on labor costs and automating once frustrating processes. In short, systems of record are used to maintain and organize recordkeeping across your facility, whereas systems of action are used to automate your daily processes.

What Do These Look Like in FM?

We know that each industry is unique. As your complete facilities management platform, Intra is designed to automate your most complex workflows. While our primary role is as a system of action, Intra also provides comprehensive recordkeeping resources, incorporating the benefits of SoAs and SoRs into one. So, what do these look like for facilities directors? Let’s compare.

Asset Logistics

System of Record (SoR): The primary role of an SoR would be for asset management. This includes items such as asset audits, asset lifecycle management, and records for asset safety requirements.

System of Action (SoA): SoAs for asset logistics would be preventative maintenance tools. Preventative maintenance tools automate your process by setting schedules, identifying metrics such as mean time to repair/between failure, and automating task generation for upcoming maintenance.

Energy Usage

 System of Record (SoR): Energy usage under a system of record would include items like tracking records for energy consumption over a period of time, financial documents related to energy usage, or compliance regulation documents for energy standards within your facility.

System of Action (SoA): SoAs for energy usage have some incredible benefits. For example, this would include real-time energy monitoring so that you can identify low foot traffic areas within your facility and reduce energy usage. This would also include automatic sensors for off-peak hours or analytics metrics to help with decision-making.

Implement Your System of Action with SCLogic

At SCLogic, we know that no one business is the same. Whether you are a Fortune 100 company, a national healthcare facility, or a government agency, Intra is customized to fit your unique needs. The technology is here, and the time is now. If you’re interested in learning more about Intra and our systems of action, schedule a demo with our team or email [email protected] for more information.