Cloud File Migration for AEC Firms: Moving Large Project Files Off On-Premises Servers

Architecture, engineering, and construction firms depend on fast, reliable access to large project files. CAD models, BIM files, connection drawings, documentation, and project folders need to move between offices, remote employees, and field-connected teams without slowing down the work.

For years, many firms managed that reality with on-premises servers. That model worked when most employees were in one location and file access was relatively centralized. It becomes harder to sustain when teams are distributed, project data grows continuously, and remote work depends on VPN connections that were never designed to feel seamless.

International Design Services, a St. Louis-based steel detailing and connection design firm, reached that point. The company had grown to more than 500 employees across offices in the United States, the Philippines, and India, completing more than 2,500 projects across commercial construction, hospitals, airports, and industrial facilities.

IDS had also been a Pearl Solutions Group client for more than a decade, which gave our team a clear view of how its file infrastructure was supporting the business and where it was starting to create friction.

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Aging File Infrastructure Creates More Than One Problem

Most cloud migrations get framed around a single pain point. For IDS, the decision came from four issues converging at the same time.

Remote access performance. Reaching files from outside the office required a VPN connection. Benjamin Vossmeyer, Software Specialist at IDS, described the issue directly:

“Having to use a VPN to access files. There would be disconnections and user error constantly.”
– Benjamin Vossmeyer, Software Specialist at IDS

For a firm with global offices, unreliable remote access becomes a daily operational problem. Teams need to open, move, and update files without waiting on unstable connections or troubleshooting access issues.

Global file distribution. IDS’s branches in the Philippines and India did not have a clean way to share data with the U.S. office. Files were sent and stored in multiple locations, which created duplication and version control challenges. The company needed a more reliable single source of truth.

Storage management. Large AEC file sets grow steadily over time. On a physical server, storage capacity has limits. Managing available space becomes an ongoing task instead of something that scales naturally with demand.

Server lifecycle. The existing server was due for a hardware refresh. That investment would have required significant capital and would likely have kept the organization tied to the same infrastructure model for another six to eight years.

Each issue was manageable on its own. Together, they made a strong case for moving off the on-premises server entirely.

Why Egnyte Fit The Needs Of A Distributed AEC Team

Pearl Solutions Group assessed the environment and recommended Egnyte, a cloud content platform designed for organizations that manage large files, permissions, and distributed collaboration.

For an AEC firm like IDS, the relevant capabilities were straightforward: high-performance access for large files, a central repository accessible from multiple locations, flexible storage that scales with demand, and role-based permissions that can mirror the structure of an existing on-premises environment.

The recommendation also reflected Pearl’s role as a strategic IT partner. Selling and supporting a new server would have created revenue, but it would not have solved the underlying operational challenge as well as a cloud-hosted platform. Egnyte was the better fit for IDS’s long-term needs.

The Migration Included 14 Terabytes And 5.3 Million Files

The migration involved 14TB of data, 5.3 million files, and 310,000 folders. Pearl Solutions Group mirrored IDS’s existing permissions structure and folder architecture to minimize disruption during the transition.

The process was staged deliberately. The initial snapshot took more than a week. The delta migration required a long weekend. Between the start and final cutover, Pearl ran an extended test period to validate access, performance, and permissions.

That level of planning mattered. A migration of this size leaves little room for data loss, permission errors, or structural mistakes. The goal was to modernize file access while preserving the organization and familiarity of IDS’s existing environment.

“Moving large chunks of files has become much easier. Instead of waiting several minutes for a folder to transfer, we can move it using the web client in a few seconds.”
– Benjamin Vossmeyer

The global offices saw the same benefit. With Egnyte, teams in the Philippines, India, and the United States can access the same files through a more consistent cloud-based structure.

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Faster File Access Across Global Design Teams

Since the migration, feedback from the IDS team has been consistent. Vossmeyer shared:

“Every employee here has praised the speed and reliability of Egnyte. Just opening files while out of the office got much quicker.”
– Benjamin Vossmeyer

For firms still evaluating whether cloud file migration is worth the change, his perspective is practical:

“Switching to a cloud solution costs about the same as an on-premises server, but takes away all the hassle of managing a physical device. Also, with the work-from-home culture developing, it makes it so much easier to access files anywhere.”
– Benjamin Vossmeyer

That is the broader lesson for AEC firms. Modern file infrastructure is about more than replacing a server. It affects how quickly distributed teams can work, how confidently files can be shared, how easily permissions can be managed, and how much internal effort is required to keep storage available and reliable.

Is Your AEC File Infrastructure Ready For A Closer Look?

If your firm is managing large project files across offices, remote teams, or aging server infrastructure, it may be time to evaluate whether the current setup still fits the way your teams work.

Through our managed IT services, Pearl Solutions Group helps businesses assess their technology, identify friction, and choose infrastructure that supports secure, reliable operations. Schedule a consultation to discuss whether your file environment is ready for the next stage.

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