Prepare room data sheets for each space

Room Data Sheets record the function, content and characteristics of each room or space, and can either be produced by the project team, to inform the detailed design, or by the designers, to confirm that they have understood the space requirements correctly.

Production of Room Data Sheets is usually initiated and managed by the project manager, with representatives of each service or stakeholder group being responsible for supplying the detailed information that they must contain. They should be numbered using the referencing system developed in the accommodation schedule and set out in a consistent format for ease of referencing.

Room Data Sheets need to be prepared as part of the briefing process, although the point at which they are produced, and responsibility for producing them, depends on the procurement route followed.

They record the function, content and characteristics of each room or space, and can either be produced by the project team, to inform the detailed design, or by the designers, to confirm that they have understood the space requirements correctly. They should be numbered using the referencing system developed in the accommodation schedule. In large projects it is sensible to concentrate on the most important and complex spaces first (clinical room and public space) and complete the details on other rooms as the project proceeds. All of the Room Data Sheets for a project should be standardised, so that information is presented consistently. The project team should decide on the best format for this, depending on the complexity of the building and the skills and resources available. The project manager should then create a template for the Room Data Sheets. The Room Data Sheet template should be circulated, in paper or digital format, to the spokesperson for each service, who must take responsibility for completing the detailed requirements. The Room Data Sheet template should include the following headings:

1. Function of room: For example confidential interviewing of a patient, examining a patient on a couch, dressing and undressing in privacy, clinical hand washing, deskwork using a networked computer, printing A4 documents, storing notes and files, storing simple dressings etc.
2. Number of personnel: Typical and maximum numbers of staff, clients, patients and visitors.
3. Hours of operation
4. Fittings and fixed equipment, usually provided as part of the building contract: For example built-in cupboards, sanitary ware, curtain tracks, etc.
5. Fittings and fixed equipment, usually provided by the client but fixed by the contractor: For example specialist lamps, x-ray equipment, etc or other items where the client must have complete control over the specification, or where they can purchase them more cheaply.
6. Loose equipment and furniture, purchased by the client, and placed after the building is completed: For example desks, chairs, computers, curtains, etc.
7. Floor finishes: For example hospital grade carpet, vinyl, etc.
8. Wall finishes: For example eggshell paint finish, ceramic tiles etc.
9. Ceilings: For example acoustic ceiling tiles, painted plasterboard, etc.
10. Skirting type: For example coved vinyl, gloss painted timber, etc.
11. Door type: To include size of opening, locking, door closer information, signage and special acoustic/x-ray protection requirements.
12. Window type: To include information on locking, clear or obscured glazing, blinds or curtains etc.
13. Sanitary ware details: To include type of taps, waste, etc.
14. Heating and environment: To include type of heating or cooling system, minimum and maximum temperatures, humidity levels, ventilation rates, relative pressures, filtration, etc.
15. Piped and ducted services: To include numbers of outlets for different medical gases, hot, cold and drinking water, etc.
16. Wired services: To include number of outlets required for small power, telephone, data, ratio, TV, nurse call, emergency alarm, fire detection and alarm, etc.
17. Noise: To state acceptable sound reduction and noise levels.
18. Safety: To state maximum temperatures for hot water and accessible surfaces.