Property management audit using NFC tags, BNP Paribas

In 2016 Craig Chapman, Director of FM, Major Buildings was finding it difficult and time consuming to complete a full property management audit, proving to clients and occupiers that the required building tasks had been completed. Whilst many service partners operated their own time and task management systems, the variation of these across the buildings meant that the property management team did not have consistent, easily accessible data. It was impossible to quickly check that SLAs were being met and there was little robust or consistent insight into building incidents, such as floods or thefts.

Craig’s vision was a cloud-based system which could ultimately be used consistently for building management across the estate, with data accessible by the team anytime, from anywhere. Security, ease of use and low cost needed to be combined with versatility for multiple service management needs. Removal of paper was required for sustainability objectives

The solution; NFC asset tracking.

Their power comes from simplicity because they transmit information wirelessly, don’t require a battery and NFC Trusted Tags cannot be copied or cloned. NFC is compatible with most mobile devices, without an App, and is the technology used in Oyster and payment cards.

Using NFC proof of presence to manage security patrols

Following initial meetings between Craig and Mike George, Founder and Director Tag, trials of Kinexio NFC tracking system and NFC Proof of Presence, for managing and monitoring security patrols, were carried out at 200 Aldersgate, one of the largest buildings in the portfolio with 2,500 occupants. The Tag team worked closely with BNPPRE building management to ensure all needs were fulfilled, and provided training and advice.

Managing keys with a paper based system had been a time consuming process, with contractors frequently forgetting to return keys in a timely fashion. Time was wasted tracking them down, in addition to the obvious security risk. Tags attached to each key allow them to be checked out electronically, with details of who has the key and when it is due for return. Contractors are alerted to return overdue keys via text and email, which greatly reduces mislaid keys and saves significant amounts of time.

Security communications helping to resolve incidents

Automated emails ensure that building management are alerted (reported by exception) of any problems, so they can quickly be resolved. In areas where the Wi-Fi signal is poor, the MyTAG Deadzone App allows information to still be recorded and uploaded when back online.

The data has supported incident investigation and insurance claims, such as break-ins and floods, as the timestamped data shows precisely when patrols have occurred, and allows interrogation of CCTV footage and other information.

NFC properties benefit from streamlined security operations

The security trials provided unprecedented data and management insight, proving the service level and facilitating a rapid response to client and occupier enquiries. Craig and his team were quick to see opportunities to take building management processes to higher levels, and new solutions were soon under development. Craig commented:

“We saw immediately that a single platform, tailored to our needs, could help us drive efficiencies and improve service. Kinexio were great partners, translating our requirements into simple to use new solutions, which we could roll out quickly.”

How to achieve Proof of Compliance from NFC trusted tag

200 Aldersgate has 165 fire extinguishers, numerous escape routes, fire doors, panic alarms, lift phones and other safety items that require compliance checks. Ensuring these were regularly carried out and recorded was challenging. BNPPRE and Tag worked closely to design a compliance system, incorporating the required schedules and protocols, with automated notifications when actions are required. Security officers are provided with details of the check required on tapping the Tag Trusted® tag with their phone, and can input the necessary information. Alerts prompt immediate focus on overdue items, so they can be addressed.

FAQ

How does NFC proof of presence help with a property management audit?

NFC proof of presence enhances property management audits by providing verifiable, timestamped evidence that tasks were completed at specific locations. Staff tap NFC tags with a device to confirm their presence, creating a digital trail tied to time and user. This improves accountability, supports compliance with safety and maintenance protocols, and reduces risk. It also deters falsified records and missed checks. For auditors, it offers clear, reliable proof of activity. When integrated with property management systems, NFC data delivers insights into operational performance, helping optimise staff routes, identify gaps, and strengthen overall compliance across buildings or portfolios.

What is the proof of presence system?

A proof of presence system verifies that a person was physically at a specific location at a specific time, often for compliance, inspections, or safety checks. It typically uses NFC tags, QR codes, or beacons placed around a site, which staff scan using a mobile device. This creates a timestamped digital record linked to the user and location. Common in property management, security, and healthcare, the system improves accountability, reduces risk, and provides reliable audit trails. By confirming task completion in real-time, it replaces manual checklists with verifiable data, enhancing operational oversight and ensuring consistent compliance with regulations.