From Data to Safety: Streamlining Asbestos Management and Reducing Exposure to ACMs

Overview

Following the shift from regional to centralised facilities management, a State Government department took responsibility for the safety and compliance of a diverse portfolio of public buildings. This transition led to the implementation of an updated Asbestos Register and the rollout of a comprehensive Asbestos Management Plan, establishing a foundation for proactive, portfolio-wide asbestos management.

To support this transition, the organisation adopted Octfolio's cloud-based platform to centralise asbestos data, streamline communication, and ensure compliance across multiple teams and contractors. Since adopting Octfolio, this organisation has experienced a reduction in incidents and potential exposure to asbestos-containing materials (ACMs).

Challenge

With a diverse asset portfolio containing known ACMs spread across the state, the organisation faced a critical need for operational visibility and accurate risk data. Ensuring that both staff and contractors understood their responsibilities in managing ACMs safely was a top priority, especially across multiple sites with varying levels of risk. The key challenges included:

• Dispersed asbestos records.
• Manual, time consuming reporting processes.
• Lack of real-time access to asbestos data.

Digital Strategy and Implementation

To address these challenges and support the transition of facilities management responsibilities, the organisation implemented a multi-pronged strategy which laid the foundation for coordinated, best practice asbestos management across the state. The strategy included:

• A comprehensive Asbestos Management Plan linked to each asset to clarify obligations and risks.
• A centralised, online asbestos register to ensure all stakeholders had access to the same, up-to-date information.
• An annual ACM assessment program to comply with the Asbestos Management Plan.

Solution

To bring this strategy to life, the organisation partnered with Octfolio, a cloud-based platform purpose built for asbestos management. Octfolio supported the organisation by providing:

• A single source of truth for asbestos-related information across the entire asset portfolio, accessible anytime, from anywhere.
• Linked asbestos management plans to individual buildings, helping teams understand risk context and responsibilities.
• Direct workflows for hygienists to receive site lists, update data, and upload assessment results directly into the platform.
• A closed-loop workflow where records are continuously improved and gaps closed over time.

With Octfolio, the organisation was able to digitise asbestos management and make it actionable, accessible, auditable and aligned with its long-term goals.

Results

Through the combination of the organisation's best practice asbestos management strategies and Octfolio's digital tools, the organisation has achieved:

• Streamlined contractor management and reduced administrative burden.
• Improved data quality and accessibility across all sites.
• A reduction in incidents of potential exposure to ACMs.
• Stronger compliance and coordination across dispersed geographic locations.
• Time and cost savings with a single source of truth covering the entire asset portfolio, enabling longer engagement terms of assessing contractors.
• Improved data currency, eliminating the lag between inspections and system updates.
• Confidence in a proven system that has been tested over several years, with staff and contractors fully aligned with the process and clear on their contractual obligations.