Case Study: Modernizing CAD/BIM File Management for a Civil Engineering Firm

Case Study: Modernizing CAD/BIM File Management for a Civil Engineering Firm (4TB+ AutoCAD & Revit)

Client Profile

Industry: Civil Engineering (CAD/BIM-heavy workflows)
Environment: Legacy on-prem Windows file servers supporting AutoCAD and Revit project teams
Data footprint: 4TB+ of drawings, models, point clouds, and project deliverables
Primary users: Engineers, designers, and project managers collaborating across active projects

Executive Summary

A civil engineering firm managing more than 4TB of AutoCAD and Revit data was experiencing significant performance, collaboration, and resilience challenges using legacy Windows file servers. Day-to-day operations were impacted by slow access to large files, version confusion, and limited resiliency.

We implemented the Egnyte cloud file management platform to modernize storage and collaboration—enabling efficient handling of large CAD/BIM files while improving redundancy and availability through cloud-backed storage. The result was faster access, smoother collaboration, and a more resilient, scalable file platform without disrupting Autodesk-based workflows.

Business Challenge

The customer’s legacy Windows file servers were no longer fit for modern CAD/BIM workloads:

Pain Points

• Slow access to large AutoCAD and Revit files (open/save/sync delays)
• Inefficient collaboration, especially when multiple engineers touched the same project deliverables
• File sprawl and version confusion across project folders and handoffs
• High operational risk: storage growth, backup windows, and single points of failure
• Limited resiliency: outages or performance degradation could halt design production

Operational Impact

• Engineering productivity slowed during peak project periods
• Increased risk of rework due to outdated drawings/models
• IT overhead rose due to storage expansion planning and backup constraints
• Business continuity concerns grew as data volume increased

Project Objectives

We aligned the solution to four outcomes:

1. Improve access and performance for large CAD/BIM files
2. Enable secure collaboration without disrupting AutoCAD/Revit workflows
3. Increase redundancy and resiliency using cloud storage
4. Create a scalable platform to support continued growth beyond 4TB

Solution Overview

Deployed Platform: Egnyte Cloud File Management

Egnyte provided a modern file services layer designed for engineering file workflows, with strong support for large datasets and integration compatibility with Autodesk-centered processes.

Key solution components:

• Cloud-based file management with centralized governance and scalable storage
• Autodesk-aligned workflow compatibility, enabling teams to keep working in familiar tools while improving file access and management
• Resiliency and redundancy through cloud storage architecture and centralized control
• Improved collaboration through controlled access, consistent folder structures, and simplified sharing across internal teams (and optionally external partners)

Delivery Approach (Phased Implementation)

Phase 1 — Discovery & Readiness

• Assessed current file server structure, storage utilization, and project folder taxonomy
• Identified datasets by size, project criticality, and access frequency
• Established migration approach for active vs archived projects
• Defined governance standards (structure, ownership, access patterns)

Phase 2 — Egnyte Deployment & Configuration

• Provisioned Egnyte environment and configured organizational structure
• Implemented security controls and access model aligned to engineering teams and projects
• Established policies for collaboration, sharing, and lifecycle management

Phase 3 — Data Migration (4TB+)

• Migrated datasets in waves to reduce disruption
• Prioritized active project data first to immediately reduce friction
• Validated data integrity and access behavior post-migration
• Implemented cutover strategy to eliminate split-brain usage (server vs cloud)

Phase 4 — Adoption & Operationalization

• Trained end users on updated access patterns and collaboration norms
• Established operational runbooks for onboarding projects, permissions, and standard workflows
• Implemented ongoing monitoring and operational governance to keep the environment clean and scalable

Results & Outcomes

Business Outcomes

• Improved file access experience for engineers working with large AutoCAD and Revit datasets
• Reduced operational risk by eliminating single points of failure tied to legacy file servers
• Enhanced resiliency and redundancy through cloud-backed storage
• More scalable foundation for continued growth beyond 4TB without constant server expansion cycles

Operational Improvements

• Simplified file governance and reduced version confusion
• Better supportability for IT through centralized controls and easier administration
• Improved collaboration capabilities while maintaining engineering workflow continuity

Why This Worked

This project succeeded because the approach balanced engineering productivity with IT governance and resiliency:

• The platform selection matched the reality of CAD/BIM file behavior (large files, frequent revisions, collaborative handoffs).
• The migration plan reduced risk by moving in phases and prioritizing active projects.
• Governance and operationalization ensured the environment wouldn’t degrade over time.

Lessons Learned / Best Practices

• Start with folder taxonomy and governance before migrating data at scale.
• Separate active vs archived datasets so teams see immediate benefit early.
• Operationalize “project onboarding” (permissions, templates, structure) to prevent future sprawl.
• Treat adoption as part of the project, not an afterthought—especially for CAD/BIM-heavy teams.



Client Quote:

“We went from struggling to open and manage massive CAD/Revit files to a platform that actually keeps up with our workflows. Collaboration is smoother, and we’re no longer worried about our file server becoming the bottleneck.”

If your engineering team is battling performance, collaboration, or resiliency issues with large CAD/BIM files on legacy file servers, we can assess your environment and recommend a modernization path that reduces risk and improves day-to-day productivity—without disrupting your Autodesk workflows.  Email us at sales@massiveit.com to setup a meeting to discuss your needs.