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Last edited 21 May 2021
Room data sheet
Room data sheets (RDS) give a detailed description of the finishes, fixtures and fittings, mechanical and electrical requirements that will be required for each room or space in a project, building, complex and so on.
Room data sheets can be used to communicate the client’s requirements for each room on a project. They can be prepared by room types or may define the requirements for each individual room. They may also include general requirements and guidance notes. They may be prepared by the client in the first instance, and then taken on and developed by the design team, sometimes to include actual specifications.
 What is included in room data sheets?
They include information about the room including its name, number, location, and use and then detailed descriptions of all the finishes, fixtures and fittings, mechanical and electrical requirements and so on within the space. This information can vary greatly depending on the requirements and what type of space they are for, but some examples have been included below:
- Heating and cooling.
- Ventilation and air conditioning.
- Environmental conditions, water supply temperatures and so on.
- Sockets and switches.
- Sensors and alarms.
- Data and communications outlets.
- Special power requirements, such as window openers.
- Audio visual connections.
- Equipment (such as audio visual equipment, information and communications technology (ICT) equipment, etc.), including equipment that might be built in and/or require connections.
- Storage and shelving.
 How do they aid in the design and construction process?
- They communicate to the design team the requirements of room types or individual rooms to ensure the design intent aligns with the needs of the client.
- They help the design team engage with users of the spaces to ensure that they fully understand their specific requirements and to explain the general provision. The design team can explain for example why natural ventilation is being used and how it will work.
- They are issued to contractors to ensure that the trades understand the elements that will be included in spaces.
- Contractors can use them for auditing the spaces to ensure the employer's needs have been met.
 How are they created?
RDS can be create and formatted in more than one way. Typically, the final output has the information presented on one page per room (hence 'sheet'). However, if the project has more requirements, it could span multiple sheets per room.
Pros: This option is the easiest for users to understand and create.
Some RDSs are contained in spreadsheets as tables. This allows for quick data entry, manipulation, and data management. Through the use of technology, this format can also allow the information to be reformatted into different layouts (such as single sheets) or connect the information into other databases and software. This can include importing and exporting the data from Building Information Models.
Some RDSs are managed through applications that store the information in a database. This can allow multiple people to have access to the information, to connect it with other applications and to output the data in multiple formats.
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