The idea of a single source of truth has been a fundamental part of the digital vision in the AEC industry for many years. From centralized CAD storage to BIM collaboration platforms and, more recently, Common Data Environments, the goal stays the same. Project teams want a reliable place where everyone can access the latest information.
The phrase “single source of truth” comes from database and information management practices in the IT world, where the goal was to maintain one authoritative record of data and eliminate data redundancy. As the AEC industry began adopting digital tools, the same idea was applied to project information and workflows.
Despite decades of technological progress, the question remains whether “one ring that rules them all” can actually be implemented in real construction projects.
In a recent AEC Business Podcast discussion, Dave Wagner, Head of Product Marketing at Newforma, Carl Veillette, Chief Product Officer at Newforma, and Terry Jones, BIM Manager at CESO, INC.,examined how the idea of a “single source of truth” aligns with today’s reality.
Can one platform do everything?
One of the main challenges is the large number of tools used throughout the AECO ecosystem. According to Wagner, many firms depend on dozens, and sometimes even hundreds, of software products to operate. These tools include enterprise systems like ERP and CRM platforms, as well as design software, document management systems, and field collaboration tools.
Each discipline in a project setting has its own specific requirements. Architects, engineers, contractors, and consultants all depend on different tools suited to their workflows. Relying on a single vendor’s platform to handle all project information and collaboration across these tools might seem appealing, but in reality, such an approach rarely matches how projects actually function.
Instead of focusing on a single platform, Wagner recommends thinking in terms of structure. The main goal isn’t to replace top-tier solutions but to develop a framework that makes information from these tools accessible and easy to understand.
Information scattered everywhere
From the perspective of project teams, the biggest issue is not the number of applications but the fragmentation of project data. In many organizations, critical information is spread across numerous systems, each designed for a particular purpose.
Terry Jones explained that design data might reside in applications like Revit or AutoCAD, while administrative information is often kept in spreadsheets or document management systems. Meanwhile, project communication occurs through emails, collaboration tools, and chat platforms. Each of these environments holds parts of the project record.
The complexity grows even more when external stakeholders are involved.
The “single pane of glass”
Because of these realities, Veillette suggests that the industry might need to reconsider the idea of a single source of truth. Instead of insisting that everyone use one platform, a more practical approach is to offer a unified view of project information.
In a fast-paced project, asking people to replace familiar tools like email with a new centralized system is challenging. A better solution is to connect those tools behind the scenes. By integrating systems and collecting information, teams can access the data they need through a single interface without disrupting their existing workflows.
In the IT world, this approach is sometimes called a “single pane of glass”: a view that allows users to see information from multiple systems simultaneously, even though the data remains spread out. In practice, this might be closer to what AEC projects actually need.
Reducing time lost searching for information
One of the clear benefits of improved information integration is saving time in daily work. According to Wagner, professionals often say that much of their workday is spent gathering information before they can begin their actual task.
Industry studies indicate that 20 to 40 percent of a professional’s time might be spent searching for documents, emails, or decisions that are already stored somewhere within the project ecosystem. When finding information becomes easier, that time can be cut down significantly.
Even small improvements can create a significant impact. Saving just a few hours each week enables professionals to concentrate on more valuable activities like design, coordination, and problem-solving. It also lowers project risk by making sure decisions are based on accurate and current information.
The role of AI in information management
Artificial intelligence is increasingly joining the conversation on project information management.
Jones highlighted that AI is especially skilled at analyzing large amounts of data and deriving valuable insights. For instance, AI can automatically sort emails, determine their related project, or summarize extensive information that would otherwise take hours to review by hand.
These capabilities can significantly reduce repetitive tasks and help teams access project information more quickly. When large language models are grounded in structured project data, they are also less prone to generating speculative answers.
Data as the industry’s future asset
Looking ahead, the significance of data in the AEC industry will only increase. Digital tools are producing vast amounts of information at every stage of the project lifecycle. The challenge is no longer data collection but organizing and utilizing it effectively.
Firms that succeed in the future will likely be those that treat knowledge and data as strategic assets. By capturing project information, recognizing recurring patterns, and learning from past projects, organizations can improve decision-making and streamline their workflows.
This approach may also help solve one of the industry’s growing concerns: the loss of expertise as experienced professionals retire. If knowledge can be saved in structured data and project records, it becomes easier to transfer insights to new team members.
The discussion also highlighted a broader reality: construction still relies heavily on human-centric rather than machine-driven workflows. If the industry wants to unlock the full potential of digitalization, reducing the friction of finding, sharing, and understanding project information will be essential.
