How Architects Should Store and Share Large Project Files
HELPING ARICHTECTS MAKE SMARTER IT DECISIONS
Architecture firms generate and manage some of the largest and most complex project files in any industry. Ranging from CAD drawings and BIM models to 3D renders, meaning file sizes quickly grow into the gigabytes
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This guide explains how architects should store and share large project files to maintain their performance and security.
The Challenges Architecture Firms Face
The workflows and file sizes within architectural IT environments are fairly unique. Unfortunately, this means many of the standard IT tools and processes that work perfectly fine in other industries often need significant adjustment to cope with demands of this industries projects.
Typical challenges include:
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Large CAD and BIM files
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Multiple collaborators working across different locations
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External consultants requiring secure access
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Tight project deadlines
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High-performance software requirements
Cloud storage on its own can struggle to keep up with this high demand level. Under heavy file loads, we commonly see firms struggling with sync delays and slow downloads which quickly leads to a frustrated Team.
Best Practices for Storing Large Architecture Files
So how can your firm get past these challenges? We've created a list of best practices that we see the most successful Architects adopting.
1. Separate Active and Archived Projects
Your active projects are best kept on high-speed storage for performance. Then archive work once completed to secondary storage to free up space and limit any clutter.
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2. Standardise Folder Structures
Ensuring your team work with clear, consistent folder structures prevents any confusion and versioning issues. Every project should follow the same logic.
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3. Control Permissions Carefully
Not every team member or external partner needs access to everything. It's far safer for role-based permissions to be set-up so only those who need access can gain it.​​
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4. Avoid Syncing Large Project Libraries
Instead of syncing entire project folders to every device, use controlled access. This keeps things running at the speed it should and prevents storage overload.
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5. Implement Automated Backups
Firms should have automated backup systems that run independently of cloud sync. This protects against accidental file deletion or ransomware attacks.
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The Hybrid Storage Approach
From our experience working with architecture firms, the best setup for file storage and collaboration is usually a hybrid model.
This means, rather than relying entirely on cloud storage or keeping everything on a server, a hybrid approach combines the strengths of both:
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High-performance local or server-based storage for active project files
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Cloud storage for collaboration, sharing, and backup
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Clear, structured permissions and access controls
This setup gives your team the speed they need when working on large design files, without sacrificing the flexibility to collaborate remotely or across multiple sites. It keeps day-to-day performance fast, while still supporting secure sharing and modern ways of working.
We have developed our own managed file platform, Hybrid Studio, which provides creative teams with a fully designed, deployed and managed hybrid storage solution.
Sharing Files with Clients and Consultants
Architects frequently have to share large files with a numer of different poeple, includng:
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Structural engineers
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Contractors
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Planning authorities
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Clients
Our recommended best practice to prevent any uncontrolled file duplication and keeps project data organised include:
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Secure, temporary access links
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Permission-controlled shared folders
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Clear version control processes
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Defined upload areas for external collaborators
Supporting Mixed Mac and PC Environments
It's pretty common for architecture firms to run mixed device environments, with designers on powerful workstations or Macs, and finance or admin on PCs.
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This is a very smart set up, but it does mean your storage systems need must:
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Support both operating systems
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Maintain consistent file permissions
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Avoid file compatibility conflicts
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Deliver fast access across the network
If you have poorly configured mixed environments, it can cause frequent slow file performance.
Signs Your Current Storage Setup Isn’t Working
If you're concerned your firm is working with a stroage system that isn't up to the job, there are some specific things you can check, or even ask your Team to get a more rounded businesses view or run a quick survey to see if these are common issues theire facing.
Things to check include:
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Large files take too long to open or save
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Teams complain about slow access
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Duplicate or conflicting file versions are common
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Storage costs keep increasing
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Remote access is unreliable
If these are identified as issues in your architcture firm, it is highly recommened working through these best pratcise, or if you work with an outsourced IT provider, ask them how they can implement them for you.
Related Guides
If you've found this helpful, take a look at our other guides aimed to answer common technology questions in the creative industries.
Read our Google Workspace best practices guide designed specifically for creative teams. Learn how structures such as better file organisation and permissions can improve...
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In this guide we answer the big question, Mac or PC for design work? Learn the real differences between the two and what creative teams should consider before choosing.