Welcome to AUGI!
I haven't done this myself with vanilla autocad, but, while you wait for someone who can give you advice on that... I'm curious if your campus's maintenance department uses a CAFM or CMMS, those seem like much better tools to manage a lot of data?
If they don't, AutoCAD Map3D might be a better choice than vanilla AutoCAD.
I work on a medical campus and was wondering the same things years ago, but, based upon advice and research, decided that if we do something like this, it will be through our existing CMMS program or through adding CAFM components (there's a
facilities management forum here that might contain some related topics, but, is not focused on autocad).