AI Is Coming to Schools — But Most School Buildings Still Run on Institutional Memory
As school districts race to introduce AI into classrooms, administration, and curriculum planning, another conversation is happening behind the scenes: How prepared are school facilities themselves for the operational demands AI will create?
A 2025 survey by the Consortium for School Networking (CoSN) found that 57% of school districts are using AI somewhere in their operational environments, including facilities, transportation, HR, finance, and IT. However, 72% reported that AI is currently used in 10%or less of their operational processes, indicating that adoption is still in its early stages.
The reality is that many K-12 facilities teams still rely on paper plans, undocumented building knowledge, and staff memory to manage aging campuses. And as key folks retire, districts risk losing decades of institutional knowledge about electrical systems, HVAC infrastructure, emergency shutoffs, telecom rooms, and equipment locations.
At the same time, AI is increasing pressure on school infrastructure in unexpected ways. More connected devices, expanded network requirements, upgraded security systems, indoor air quality monitoring, and smarter building technologies all depend on facilities teams having accurate building information readily available.
The good news is that how districts are beginning to rethink facilities information management as part of broader modernization efforts.
Across the broader facilities management industry, adoption is moving much faster. A 2026 survey commissioned by Johnson Controls found that about 45% of facilities organizations have already deployed AI-driven predictive maintenance technologies, making it the leading AI investment area in facilities management.
"Most of the time, schools and districts view AI primarily as an instructional initiative, but AI actually depends on a strong operational foundation," said Dr. Tony L. Hemingway, a retired school superintendent, CEO of EdVantage the HemingWAY, and author of Resilience By Design: An Educator's Journey Through Relationships, Life-Lessons, and Transformational Leadership.
"A district cannot fully leverage advanced technologies if its facilities infrastructure is outdated, fragmented, or poorly documented," Hemingway added.
"Being an AI-ready school or district requires reliable connectivity, sufficient power capacity, secure networks, integrated building systems, and accurate facility data. District leaders must consider how technology, operations, and facilities work together as a unified ecosystem," he said.
Hemingway explained that districts that will benefit most from AI are those that invest in both digital and physical infrastructure and that the condition and intelligence of the building itself will determine how effectively AI can support teaching, learning, safety, and operational decision-making.
In his book, Hemingway discussed succession planning and preparing for the next generation of leaders. He emphasized that a lack of intentionality in preserving institutional knowledge poses a significant risk to school districts and organizations.
"Across the country, many districts rely heavily on veteran employees whose knowledge rests largely on experience rather than on documented systems or on mentoring and guidance for emerging leaders," he said. "When those individuals retire, districts can lose decades of operational history overnight. The result is often longer response times, costly mistakes, project delays, and unnecessary spending because critical information is hard to find or no longer exists. Sometimes it takes more than one person to replace a veteran because of their knowledge, skill set, and scope of responsibility," he added.
Whether you've served as a superintendent and led district strategic planning or are on the frontlines of facility management, every strategic decision ultimately affects a building. Whether the conversation is about student learning, safety, staffing, technology, or finances, facility information provides the context needed to make informed decisions. Districts that treat building data as a strategic asset will be better positioned to adapt, innovate, and serve students effectively for the future.
Tai Davis, director of Campus Operations at Cary Academy, views AI and school facility management as both a workforce challenge and a knowledge-management challenge.
"AI is only as effective as the data it receives," he said. "While schools are investing heavily in AI tools, many institutions still lack accurate, centralized documentation of their buildings, assets, and infrastructure. Without reliable facilities data, AI-driven decisions regarding maintenance, energy management, space utilization, and capital planning can be incomplete or inaccurate. Strong physical infrastructure documentation creates the foundation that allows AI initiatives to deliver meaningful value."
As schools and universities are vulnerable to cyberattacks, rapidly changing climate conditions, floods, and keeping up with a mix of both older and newer equipment, teams on the front lines need to be hyper aware of the current state of health, a subject that crosses into planning discussions with leadership.
"Today's school leaders need information they can quickly understand and act upon, not necessarily technical details," said Tai. "Visual tools such as interactive floor plans, digital maps, and dashboards transform data into actionable insights. When leaders can easily see asset locations, building conditions, and operational impacts, they are better equipped to make informed decisions about budgets, safety, maintenance priorities, and long-term planning and forecasting."
When facility information is accurate and readily available, teams respond faster and operate more effectively. During emergencies, staff can immediately locate shutoffs, access points, and critical life-safety systems. Maintenance teams can diagnose issues more efficiently and prioritize preventive work. Contractors can access current building information without delays, reducing project risks and improving communication. In the long run, instant access to reliable facility data enhances safety, efficiency, and operational resilience across the entire campus.