KAAPELI centralised construction project documentation in the Bauhub project bank

Kiinteistö Oy Kaapelitalo (KAAPELI) is a property company wholly owned by the City of Helsinki. Its mission is to own, lease and renovate former industrial properties for the use of creative industries.

“We operate cultural centres that have been built in old industrial buildings. These sites are historically and structurally fascinating, but they also come with their own challenges, such as hazardous materials and strict conservation requirements,” says Jouni Kärki, Property Manager.

The properties managed by KAAPELI include Kaapelitehdas, Suvilahti and the former Orion pharmaceutical factory building N10. In his role, Kärki is responsible for the maintenance and refurbishment of the nine protected buildings in Suvilahti. The buildings have reached a point in their lifecycle where a comprehensive refurbishment programme is about to begin.

“Over the next eight years, Suvilahti will undergo an extensive, phased refurbishment programme, including the renewal of roofs, façades and exterior structures. The City of Helsinki has granted investment funding for these projects, so they will be publicly tendered even though we otherwise operate as a private entity.”

From paper folders and scattered solutions to a digital construction project bank

When the decision was made to carry out the investment-funded projects, the company recognised the need for a unified project bank, as the projects would involve numerous stakeholders, from designers to contractors.

“We know that for the next decade we will be continuously running construction projects. One project is underway, another is being designed and a third is being tendered. We needed a project bank that would be easy to adopt, where we could store all documentation and easily connect all stakeholders.”

Documentation from earlier refurbishment projects largely exists in paper folders or internal cloud storage.

“Our cabinets are full of folders from past construction projects. The documents exist, but in practice they are difficult to find.”

KAAPELI wanted to centralise and digitalise the documentation of upcoming projects. The chosen solution was Admicom Bauhub, a construction project bank designed specifically for construction information management. It was introduced in April 2025. According to Kärki, the collaboration with Admicom has started very positively.

“Everything has gone really smoothly. It has been easy to work with Admicom, and it has been great to see that the software provider is genuinely interested in how Bauhub has been adopted in our organisation.”

Ease of use made Bauhub the preferred construction project bank

When evaluating different project bank solutions, Bauhub stood out for its ease of use, smooth stakeholder collaboration, support for public procurement, clear archiving capabilities and cost efficiency.

“Bauhub was very convincing in terms of how intuitive and easy its interface is to use. It essentially mirrors a typical computer folder structure, which makes it very approachable.”

According to Kärki, the implementation was exceptionally straightforward.

“I have to say that no digital tool we’ve implemented has been as easy to introduce as Bauhub. We didn’t organise any formal training sessions. We simply received our user accounts and started exploring. It was so intuitive that we were able to get started immediately.”

It was also important for KAAPELI that all project stakeholders could easily access the same information.

“We created accounts for our project stakeholders and they started using the project bank without any special onboarding. Of course, we agreed on certain practices in advance, such as file naming and folder structures. Bauhub has worked well for everyone, and no one has struggled with it – it has simply been easy and convenient.”

Did you know? While Bauhub provides clients with transparency and control, it also gives contractors a clear environment that supports the day-to-day management of construction sites. Discover how Bauhub supports the main contractor’s daily work and streamlines collaboration with the client. 

A shared situational overview throughout the project lifecycle

At KAAPELI, Bauhub primarily serves as the project bank for construction projects. Plans, site meeting minutes, supervision observations and other project documentation are stored there.

“We no longer need to wonder where documents are stored. When plans are updated, they are uploaded to the project bank, and everyone can access the latest versions there. The same applies to documentation produced during the construction phase – all site meeting records and supervisory observations can be easily stored in one place for all relevant stakeholders.”

According to Kärki, the change is most visible in the overall clarity of project management.

“Project management has become much clearer as a whole. From the start of the design phase to final site handover, everything now proceeds systematically.”

Clear management and an up-to-date overview are particularly important in an environment where construction activities overlap with event operations. Suvilahti hosts large outdoor events during the summer, attracting tens of thousands of visitors. Safety and smooth operations must therefore be ensured even while refurbishment projects are underway.

“If a contractor, for example, fences off a site area differently from what was agreed, it could affect emergency exit routes for events – and once concrete barriers are installed, they are not easy to move. When plans and site drawings are clear and easily accessible to everyone, the risk of such mistakes decreases and we can quickly check whether the site has been fenced as agreed.”

Publishing public procurement tenders directly from the project bank 

Because the upcoming refurbishment projects are funded through public investment support, it is important for the company that the project bank also supports procurement management.

“When public procurement is involved, the project bank must also allow tender materials to be published in Hilma (a Finnish service used by public sector organisations to tender procurements).”

With Bauhub, tender documentation can be published directly to Hilma and updated centrally.

“We can create a folder in Bauhub, and bidders can access all necessary planning documents, repair specifications, invitation letters and other materials through a link in Hilma. If the materials need to be updated, simply updating the folder in Bauhub ensures the same information is available through Hilma. It works exactly as it should, in my opinion.”

The key benefits of the Bauhub project bank for KAAPELI

• A clear and intuitive project bank: “Ease of use and intuitiveness were decisive factors. Bauhub felt natural to use from the start.”

• Smooth management of public procurement: “We were able to upload all tender materials directly to Bauhub and link the distribution folder to Hilma.”

• Clearer overall project management: “Project management is now more systematic, from the start of the design phase all the way to site handover.”

• Smooth stakeholder collaboration and unlimited users: “It feels modern that we can flexibly add all necessary designers and contractors without additional cost for each user.”

• Competitive pricing: “In my opinion, Bauhub is quite affordable compared with many other project bank solutions.”

Digital collaboration is the future of construction project delivery

According to Kärki, construction projects are increasingly moving towards BIM-based workflows, where plans and technical information are integrated into a single digital environment. Systems like Bauhub, which provide a shared and up-to-date project overview for all stakeholders, therefore play an important role both in project delivery and in the lifecycle management of buildings.

“Digitalisation supports the idea that information should be accessible and usable for all parties. When all project data is stored in one place and kept up to date, it will also support property maintenance in the future – for example, in optimising energy efficiency.”

Overall, KAAPELI has been very satisfied with the clarity Bauhub has brought to project documentation management. According to Kärki, the system supports a wide range of construction project needs.

“I can recommend Bauhub to anyone looking for a clear tool for managing project documentation in construction projects.”

Looking to streamline documentation management in your construction projects?

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