Housing | Measurement work dormitories
Digitalization of dormitories' database
Studierendenwerk has decided to digitize the database of its halls of residence. The improvement of maintenance and servicing as well as more precise occupancy planning and more effective damage management are key objectives of this initiative. This also requires the surveying of all privately used halls of residence.
The digitization of the dormitories' database is a necessary step to bring the planning documents up to date. It will enable Studierendenwerk to work more efficiently, quickly and cost-effectively in the future. This measure will bring considerable advantages, particularly with regard to structural changes.
The RWTH Chair of IPE will take on the task of processing and updating the planning documents on behalf of Studierendenwerk. The cooperation is coordinated through regular consultations to ensure that all data collected meets the requirements of Studierendenwerk.
Studierendenwerk relies on the willingness of the residents to cooperate, as the data collection must be carried out in all rooms of the student residences. The surveying appointments are carried out in the company of the janitor and, if necessary, a responsible member of staff from the Student Housing Department of Studierendenwerk.
We have compiled a list of FAQs for residents regarding the procedure, which is sure to be accompanied by a number of queries:
The digitalization of the dormitories' database is necessary to bring the planning documents up to date, especially with regard to usage and structural changes. This measure enables Studierendenwerk to work more efficiently, quickly and cost-effectively. The digitalization will enable us to optimize the administration of the halls of residence, improve maintenance and servicing and operate better occupancy planning and more effective damage management.
The basic dimensions of the living space, such as height, width and length, are measured using a laser rangefinder. No pieces of furniture need to be moved or adjusted. The height and width of the doors and windows are also determined. These comprehensive measurements ensure that all relevant structural data is recorded without significantly affecting the living space.
The following specific data is collected when measuring your apartment:
- Height, width and length of the living rooms and bathrooms
- Type of floor covering
- Year of construction and size of windows
- Type of door
- Number of radiators
- Special features (e.g. the renovation status)
The data collected is fed into a CAFM (Computer-Aided Facility Management) system. This system enables Studierendenwerk to efficiently manage the portfolio, from occupancy to damage management, in one software program. The data is used to document the condition of the apartments and to optimize maintenance measures.
We ensure that the data collected is processed and stored in accordance with the applicable data protection regulations by storing it exclusively on secure servers and granting access only to authorized personnel. All employees are trained in data protection guidelines and are obliged to strictly adhere to them. In addition, data is anonymized where possible to protect the privacy of residents.
The data will be stored for the duration of processing at the Teaching and Research Department for Real Estate Project Development (IPE) at RWTH Aachen University and then transferred to Studierendenwerk. The data is not publicly accessible and is only used for internal purposes. Only authorized employees of the IPE and Studierendenwerk have access. The data is stored for as long as it is necessary for the fulfillment of administrative and maintenance tasks.
As the coordination of the appointments is very extensive and the measurement work is carried out in all of the approx. 5,000 residential units, no alternative appointments can be offered. However, you have the option of submitting an access authorization or appointing a third person to attend the appointment on your behalf. You will receive access authorization forms from the hall of residence administration when you are notified of the appointment.
You will not suffer any disadvantages if you do not wish to provide access authorization. In this case, we ask you to be present during the measurement work or to appoint another person to represent you - for example, a neighbor. Otherwise, the data collected may be smaller and possibly less representative.
The IPE acts on behalf of Studierendenwerk to process and update the planning documents. The collaboration is coordinated through regular coordination and meetings to ensure that the data collected meets the requirements of Studierendenwerk.
The data is collected exclusively in the company of the janitor and, if necessary, the responsible clerk from the Student Housing Department of Studierendenwerk, who ensure that only the necessary and relevant data is collected. This measure serves to ensure the efficiency and accuracy of data collection.
The inspections are always carried out in the company of the janitor and, if necessary, the responsible clerk of the Student Housing Department of Studierendenwerk, who ensures that the private contents of the apartment are not digitized or recorded. No photos or similar will be taken of the private living space.
The protection of your privacy is guaranteed by the fact that no photos or other recordings are made that concern the private contents of your home. In addition, the survey is carried out discreetly and respectfully in order to protect your privacy in the best possible way.