Consolidate long-term project file storage. Cut cost and complexity at scale
Preservica stores every long-term project record from any system, cutting costs, simplifying access, and keeping every file format-safe and defensible for its full retention horizon.
Archive long-term data at the right cost
Avoid paying primary storage rates for the data the business is obligated to keep long-term
Switch off old platforms without losing data
Turn platform decommissions into hard savings and protect the long-term data they used to store
Make long-term archiving a predictable, falling cost
Ensure long-term archiving is a predictable cost that falls as more of the business adopts it
Mitigate data loss, alteration and access risks
Eliminate the risk of files being lost, altered, or accessed without authority across decades of retention
Construction projects accumulate long-term records across business applications, collaboration platforms, file and cloud storage, legacy archives, and SaaS archiving solutions. The cost of keeping them is hidden and growing. None of those systems are built to keep them usable for their 10, 20, 50, or 100+ year retention horizon. Preservica closes that gap, and the bill that comes with it. Consolidate files from any system into one Digital Preservation archive, keeping your records accessible, defensible, always readable, at a single predictable cost.
How a leading construction and engineering firm cut long-term storage costs across 11 business units
Business units consolidated
Records from across the organisation brought under a single preservation infrastructure
Years of data preserved
Historical project records retained in a format-safe, auditable, and legally defensible state
Replaces multi-system search across business apps and file shares
Your existing tools were not designed to manage this data over the long-term. Preservica was
SharePoint, backup platforms, and legacy ECM systems were built for active work and short-term access. None of them keep records readable, governed, and defensible for decades, or in perpetuity. Preservica does.
The platforms carrying your records by default, not by design
- Built for active work, not designed to carry records obligations for decades
- Data fragmented across platforms with no unified search or access model
- Licensing and storage costs escalate with every project that closes
- No active format migration. Records in legacy CAD, BIM, or video formats become unreadable as software changes
- Ungoverned long-term data blocks AI investment and creates legal defensibility gaps
- Retrieval requires leaving the tools your teams already use
One digital preservation archive to protect and govern all your long-term data
- One governed archive consolidating long-term data from any source system
- Retention costs controlled across the full obligation horizon
- Records automatically kept readable and legally producible as software and formats change
- Control which long-term data AI can access to unlock institutional knowledge without exposing sensitive records
- Built into the Microsoft 365 experience: search, retrieve, and govern without leaving familiar tools
Construction and engineering IT teams use one digital preservation archive to solve two cost problems
Switch off legacy platforms. Keep the records they hold
Old project management systems, document stores, and line-of-business applications carry long-term data obligations you can't walk away from. Preservica lets you migrate that content into a preservation archive, switch off the platform, and eliminate the ongoing licensing cost. The records stay readable and retrievable for as long as you need them.
Stop SharePoint storage costs from growing with every project
As project sites, folders, and files accumulate, Preservica can be embedded inside your Microsoft 365 environment and can automatically archive records using Purview sensitivity labels, Power Automate workflows, or Copilot. Storage costs stay predictable. Compliance obligations are met without manual intervention. And authorized users can still find and retrieve records directly in SharePoint's native interfaces.
Preserving project files over decades, reducing storage costs, and maintaining access for business teams
Challenge
- 50+ departments creating long-term records including MP4, CAD, and BIM files
- Daily video surveys increasing SharePoint storage exponentially
- Business teams approve files for archiving but need to retain access
- Manual and time-consuming SharePoint archiving process for IT
Solution
- SharePoint with Preserve365 embedded records preservation
- Records transferred to a central archive in three clicks from SharePoint
- Record readability, integrity, and accessibility maintained for the full retention period
- Business users search the archive using SharePoint to find records
Outcomes
- SharePoint storage optimised with embedded preservation archiving
- Efficient self-service search and retrieval for business users
- Provenance provable at record level, supporting litigation defence and audit
- Compliance with client-specific retention policies across large-scale projects
The Active Digital Preservation™ advantage
In a dynamic AI-driven world, instant access to usable and trusted data is more critical than ever. Now and in the future. Regular archiving falls short when it comes to ensuring you can read your digital assets over decades. Our OAIS v3, ISO 14721-aligned Active Digital Preservation™ archiving ensures your data is trusted, always usable and a seamless part of your Microsoft 365 experience.
Trusted data integrity for compliance and AI
An intelligent data model manages all elements of an asset as a complete unbreakable entity ensuring integrity and trustworthiness
Always instantly readable and actionable data
Automated ongoing updates keep records current and immediately available, at scale
Seamless part of everyday IG and content workflows
Embedded within the Microsoft 365 experience and ecosystem
Leverage the power of AI with trusted always usable data
Preservica’s unique capabilities optimize your long-term data for the safe and scalable use of AI