Are 360-degree Photos Necessary for On-Site Records? 6 Things to Know Before Implementation

At construction, civil engineering, and equipment installation sites, improving the efficiency and accuracy of record-keeping is a major challenge. In recent years, the use of 360-degree photos (spherical photos) for site records has been spreading, but many people may still be unsure whether they should actually adopt them. This article explains in detail six items to understand before introduction: the necessity of 360-degree photos, points for deciding whether to implement them, their benefits and limitations, methods for sharing photos and managing data, and even examples of failures and precautions for safety management. We hope this will help those involved in construction management and inspection work consider whether 360-degree photos are necessary for their own sites.

Table of Contents

• Are 360-degree photos necessary for on-site documentation?

• Benefits of 360-degree photos

• Limitations of 360-degree photos

• How to share 360-degree photos

• Storage and management of 360-degree photos

• Considerations when introducing 360-degree photos

Are 360-degree photos necessary for site documentation?

A 360-degree photo is an image that can capture all directions around at once with a dedicated camera. In the construction industry as well, the use of 360-degree cameras has rapidly expanded in recent years as part of digitalization, and because they can record the overall picture of a site at once—something conventional photos and videos could not fully capture—they have proven effective in improving operational efficiency and safety management. However, they are not essential at every site, and whether to introduce them depends on the circumstances of each site.

There are many situations where a regular camera or smartphone can record sufficiently, so it is important to assess whether the unique value of 360-degree photos will be realized. For example, if missed shots in site record photos occur frequently or it is difficult to grasp the overall site, the benefits of introducing 360-degree photos will be significant. Using a 360-degree camera allows you to record the entire surroundings of a site in a single shot, greatly reducing the risk of missing necessary angles. Also, if you are responsible for multiple sites and want to check conditions remotely, viewing 360-degree photos shared via the cloud lets you understand progress and issues without going to the site, leading to reductions in travel time and costs.

The Ministry of Land, Infrastructure, Transport and Tourism also cites the use of 360-degree cameras as a measure to promote remote site presence (remote on-site attendance), and, riding the trend of DX (digital transformation), adoption may increase going forward. That said, introducing them involves costs and operational burdens. On small-scale project sites, or in cases where a person in charge is always on site and can record everything as it happens, it may be sufficient to continue with current methods rather than forcibly introducing them. It is advisable to identify what issues exist at your company's sites and consider whether 360-degree photos are necessary as a solution.

Advantages of 360-degree Photos

By introducing 360-degree photography, the following benefits can be obtained for site documentation.

Record the entire site without missing anything: With a single capture you can record photos in all directions of the site, eliminating the hassle of taking multiple shots from various angles. Previously there was a risk of missing required angles and losing information, but 360-degree photos prevent missed shots and reduce problems caused by incomplete records. As a result, the effort required to organize photos is also reduced, contributing to more efficient record-keeping.

Remote site monitoring and instruction: If you upload 360-degree photos taken on site to the cloud, you can inspect the site with a sense of presence from a distant office. In addition to reducing the frequency of on-site rounds and cutting travel time and transportation costs, it also enables experienced technicians to provide real-time guidance to the site while remaining in the office. Even in situations of labor shortages, a single supervisor can efficiently manage multiple sites.

Improving the accuracy of construction records and quality control: If you capture 360-degree photos at each stage of the work, you can record construction conditions in detail, including parts that will later be hidden, such as piping and rebar. Later, you can compare the recorded photos with drawings to verify whether there were any construction errors, or track changes in condition before and after construction in chronological order. If a problem occurs, you can accurately trace back when, where, and in what condition it was, which helps with identifying the cause and considering measures to prevent recurrence. Such thorough record-keeping can be expected to improve construction quality and reduce rework.

Information sharing and communication improvement: 360-degree photos are also effective as a tool for sharing information among stakeholders. By sharing 360-degree images with clients and partner companies, they can virtually experience the site from remote locations, reducing misunderstandings and facilitating smooth communication. Site conditions that are difficult to convey verbally or in writing become immediately apparent when viewing 360-degree photos, so meetings and reporting proceed more smoothly. Arranging photos in chronological order can also intuitively show construction progress and points of change, helping to increase the persuasive power of presentation materials.

Strengthening safety management: By recording and sharing the entire site, including hazardous areas, you can facilitate the consideration and instruction of safety measures. For example, if you record conditions at heights and around heavy machinery with 360-degree photos and share them at morning briefings or near-miss meetings, everyone on site can detect and share potential hazards in advance. In addition, 360-degree photos with date/time and location information can serve as evidence (proof) for safety management. Because they can objectively show the situation at the time, they can also be used for reviewing and improving safety if problems arise later.

Limitations of 360-degree Photos

360-degree photos are convenient, but when introducing them you should be aware of the following limitations and disadvantages.

Large data capacity makes management difficult: 360-degree photos tend to have larger file sizes than standard photos. When captured at high resolution for long periods, a single file can reach several GB, and storing and sharing such massive amounts of data is cumbersome. If the data become dispersed, simply locating the required photos can take time, so without proper management those valuable records may go unused.

Viewing requires a dedicated environment: To effectively view captured 360-degree images, a dedicated viewer or a compatible app is required. Unlike ordinary JPEG photos, simply pasting them into printed materials will not convey the full omnidirectional scene, so recipients need to view them using viewer software or a web service. Depending on internal security policies, use of external cloud services or apps may be restricted, so preparing the necessary environment is required to enable smooth data sharing between the field and the office.

Limitations in image quality and detail verification: 360-degree cameras can capture a wide area at once, but depending on the camera’s resolution and lens performance they may lack sharpness in fine details. Distant subjects and dimly lit areas tend to appear unclear, and as a result additional standard photos may be necessary for detailed inspection. Also, the characteristic distortion of 360-degree images can make it difficult to judge distances, and the fisheye-like appearance may differ from reality, so combining them with drawings and close-up photographs is indispensable.

The photographer's intent can be hard to convey: While 360-degree photos allow viewers to freely move their viewpoint, they are sometimes criticized for making it unclear where attention should be focused. In a conventional photograph, the photographer can close up on important areas, but in a 360-degree photo the whole scene is recorded evenly, so viewers may overlook crucial points. It is therefore necessary to take measures as needed, such as marking points of interest or adding supplementary explanations.

Balancing initial costs and implementation benefits: The price of the 360-degree camera itself can be as low as tens of thousands of yen for inexpensive models and can reach hundreds of thousands of yen for high-performance units. In addition, cloud service fees and software costs may apply, potentially increasing the initial investment. It is important to determine in advance whether the investment will yield commensurate benefits; you should quantitatively estimate factors such as the amount of travel time reduced and the degree of efficiency gains in reporting tasks, and evaluate cost-effectiveness.

Challenges in on-site adoption: Introducing a new tool is meaningless if on-site members cannot use it. Even if operating the 360-degree camera itself is simple, if “when, where, and how to shoot” is not shared on site, appropriate records may not be kept or shooting may feel burdensome. If data upload and sharing methods are complicated, it will be difficult for the tool to become established on site, and there is a risk it will become a white elephant. Efforts are needed to establish an operational flow that can be continued on site without undue burden.

Difficulty of equipment selection: Construction sites are harsh environments with dust, rain, and impacts, so consumer-grade 360-degree cameras may be insufficiently durable. There have been cases where cameras with low water- and dust-resistance were introduced and broke soon after. On sites with frequent opportunities for nighttime or low-light shooting, models that are not strong in low-light performance will not be practical. Keep in mind that you need to choose equipment that matches the site environment and intended use, and that evaluating this requires time and effort.

How to Share 360-degree Photos

There are several ways to share 360-degree photos taken on site with stakeholders. Below are the typical methods.

Use a dedicated cloud service: By using a cloud service specialized in sharing 360-degree photos, you can upload images immediately after shooting and share links with stakeholders. Recipients can freely view the images in 360 degrees within their browser, so they can check the site without installing any special software. For example, if you send a shared link to project members inside or outside the company, they can grasp the latest site situation even from remote locations. Keeping the data in the cloud also serves as a backup, giving you two benefits at once.

Share files using general-purpose storage: You can also save 360-degree photo data to existing in-house file servers or cloud storage (such as Dropbox or Google Drive) and share the files that way. In this case, viewers need to download the data and open it with a dedicated viewer or a smartphone app, which is an extra step, but it has the advantage of allowing you to use the infrastructure your company already uses. If external cloud services cannot be used for security reasons, it is advisable to store the data on internal network storage and manage access rights.

Integrate into site management systems: Some construction management systems and drawing software for the construction industry now include functions for managing and viewing 360-degree photos. For example, if you have a tool that marks shooting points on a drawing and lets you click a point to display the 360-degree image for that location, you can intuitively manage site spatial information and photos linked together. If the system your company has already implemented supports this, consider integrating and leveraging it. Even if you don’t have such a tool, listing photo file names and location notes in Excel or similar will make searching later much easier.

Whichever method you use, when sharing, be careful that photos do not contain confidential information or anything related to privacy, and, as necessary, set viewing permissions or edit images (e.g., apply mosaic processing). Also, at sites with unstable network conditions, measures such as saving image files to devices in advance so they can be viewed offline are also effective.

Storage and Management of 360-degree Photos

To make ongoing use of captured 360-degree photos, it is important to put in place appropriate storage methods and an operational framework. Here, we explain key points of data management and practical measures for on-site operations.

A mechanism for centralized data management

Don't let 360-degree photo data be scattered; build a system that centralizes management as much as possible. By using cloud storage, simply uploading enables real-time sharing and backup accessible both inside and outside the company. If you introduce a management tool that separates folders by project and can plot shooting locations on a map for organization, you'll be able to access the information you need immediately. When data is managed uniformly, the hassle of "Where did I save that photo?" is reduced and the utility of on-site records increases.

A practice of storing only necessary data

If you photograph and save everything indiscriminately, you'll strain your data storage and risk burying the information you actually need. Establish operational rules to keep only necessary data. For example, set criteria such as keeping photos taken at milestones or points of change in each process, while organizing or deleting routine fixed-point monitoring images except for the most recent ones. Make it a habit to cull unnecessary photos immediately after shooting so important records don't get buried. If you note the date and time, location, photographer, and content for each photo, it will be easier to decide later whether each image is necessary.

Creating operational workflows that become established on-site

To use 360-degree photos on site without difficulty, you need to establish an operational workflow in advance. Create shooting rules that clearly define "when, where, and what to shoot," and communicate them to on-site staff. For example, specifying concrete timings such as "take 360-degree photos of major equipment once a week during safety patrols" or "always record 360-degree photos before and after concrete placement" helps prevent missed shots. Also prepare an operating manual and provide on-site hands-on training so that anyone can capture records at a consistent quality. Choosing simple equipment and tools that do not burden the site is also important (for example, using one-touch capture or automatic upload features).

Backup and Security Measures

Because these are electronic data, backups and security measures are indispensable. Even when stored in the cloud, it is prudent to maintain redundancy by periodically exporting data to local storage. In particular, for long-term projects the volume of photographic data can become enormous, so consider project-level preservation measures such as creating an archive upon completion and storing it on external storage. In addition, 360-degree photos may capture confidential site information or images of workers. When sharing externally, restrict viewers and, where necessary, mask or obscure faces, vehicle numbers, and other identifiable details to protect privacy, and ensure that operations thoroughly address information security.

Precautions when introducing 360-degree photos

Finally, we will review the key points to watch when introducing 360-degree photography. We explain common pitfalls and countermeasures you should know to ensure successful on-site implementation, as well as safety management considerations.

Common Mistakes and Countermeasures

Unused because the purpose is unclear: When 360-degree photos were piloted without sharing within the company why they were being introduced, there have been failures such as "we bought a camera just to try it, but it's not being used on site." As a countermeasure, clearly define the intended use and expected benefits before implementation and share them with all stakeholders. By demonstrating in advance the benefits for on-site staff (work becomes easier, less rework, etc.), their motivation will increase and they will be more likely to use it proactively.

Fails to take hold due to insufficient training: In the early stages, inadequate instruction and training on how to operate the equipment and on shooting rules can leave on-site teams at a loss with 360-degree cameras. Because people often feel resistance to new tools at first, as a countermeasure prepare an operation manual and provide hands-on training opportunities so that on-site members can use them with confidence. It is important not to leave it to one specific person, but to aim for a state in which the entire team can use the equipment competently.

Data management becomes cumbersome and photos go unused: If photos you take are left unorganized and neglected, you may not be able to find the images you need later, or the volume may become so large that no one reviews them. As a countermeasure, as mentioned above, centralize data in the cloud or in management tools and put in place systems to organize and allow searching by project and date. Also, enforce a workflow of uploading and sharing immediately after shooting, and take care to ensure information does not remain buried on on-site devices.

Confusion from a blanket rollout: In some cases, introducing 360-degree cameras company-wide at once without sufficiently validating their effectiveness has led to confusion because operating rules differed at each site. As a countermeasure, it is preferable to first carry out a trial deployment at a limited number of sites, gather feedback from the field to identify issues, and then proceed with full-scale implementation. Reflect the insights gained from the small-scale pilot in the manuals and roll out in phases to ensure smooth adoption across the company.

Equipment selection mistakes: It is not uncommon for people to buy inexpensive consumer 360-degree cameras only to find their waterproofing and shock-resistance are insufficient, causing them to fail on site and become unusable. As a countermeasure, select professional or dust- and waterproof models that can withstand the environmental conditions at the site. In sites with many dark areas, such as at night or inside tunnels, it is also important to choose equipment suited to the application, for example models equipped with high-sensitivity sensors. Even if costs rise somewhat, if the equipment lasts longer and reduces the risk of failure, overall cost-effectiveness will improve.

Troubles due to lax information management: There have been cases where on-site 360-degree photos were published on the Internet in a state where anyone could view them, leading to internal information leaks and privacy issues. As countermeasures, when sharing externally, enforce security measures such as applying access restrictions and setting visibility so that only project stakeholders can view them. It is also important to reduce the risk of information leakage by masking people’s faces and vehicle license numbers appearing in the photos as needed.

Safety management considerations

When working with 360-degree photography, consideration for safety management is also necessary. Always prioritize on-site safety, including during shooting.

Ensuring safety during shooting: Even when shooting with a 360-degree camera, worker safety must be the top priority. Do not enter hazardous areas or set up the camera in awkward positions to get a shot. When photographing at height or on unstable footing, prevent falls and accidents by avoiding close approaches and by using a telescopic pole (monopod) or a drone. The photographer should also wear necessary protective equipment such as a helmet and a safety harness, and signal to people nearby before beginning to shoot.

Attention to nearby personnel: While a 360-degree camera can capture all directions, the person operating it may focus on handling the equipment and become inattentive to their surroundings. When shooting, always speak to nearby workers, and if possible assign a separate observer who is not the operator to carry out thorough safety checks. On sites where heavy machinery such as backhoes is operating, be especially careful not to enter the machine's blind spots.

Privacy considerations: 360-degree photos may unintentionally capture workers' faces, third parties' vehicle license plates, nearby buildings, and other elements. Before shooting, check the site conditions and take measures to ensure unnecessary personal or confidential information is not recorded. If you provide photos to external parties or use them for publicity, obtain consent from the people appearing in them and, as necessary, protect privacy by blurring faces and identifiers.

Compliance with internal rules and laws: There may be rules and guidelines regarding photography established for each site or company (for example, rules for handling construction information or prohibitions on SNS posting). When using 360-degree photos, comply with these internal rules, and, when necessary, explain the purpose of the photography to clients and prime contractors to obtain their understanding. To prevent loss of trust from inadvertent disclosure or breaches of contract, it is important to operate with a compliance mindset.

Above, I introduced the points you should know when considering the introduction of 360-degree photos. 360-degree photos are a powerful means to streamline and enhance site documentation, but ultimately how you make use of them is what matters. In recent years, technologies have emerged that capture high-precision positional information at the same time as photos to record sites; for example, LRTK is known as a representative solution that combines geotagged photos and high-precision positioning to perform site documentation. By leveraging such cutting-edge tools, you can further improve the efficiency and accuracy of site documentation. When deciding whether to use 360-degree photos, evaluate whether the approach fits your company’s challenges and, if necessary, consider adopting these new technologies.