Ensure the project records you're obligated to keep stay useable and retrievable for 20, 50, even 100 years
Construction records don't disappear when projects close. Neither do your obligations to retain them. Preservica keeps every file governed, readable, and retrievable across the full retention horizon.
Cut the cost of long-term records you're obligated to keep
Easily find trusted records when claims and audits arrive years later
Keep files useable for decades, even after the source system is gone
Turn decades of project records into trusted data AI can use
Construction projects accumulate records with long-term retention obligations from concept design to decommissioning and demolition, across business applications, collaboration platforms, file and cloud storage, legacy archives, and SaaS archiving solutions. None of those systems are built to keep them. Preservica closes that gap, consolidating everything into one governed archive and keeping your records accessible, defensible, and usable
How a leading US multinational engineering, architecture, and construction 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
Consolidate records in a preservation archive that keeps pace with technology, so you don't have to
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 across a 30- or 50-year retention horizon. Preservica does.
The platforms holding 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
Consolidate records in a preservation archive that keeps pace with technology, so you don't have to
- One preservation 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
From storage liability to operational asset: what preservation looks like in practice
Cut the cost and burden of long-term data retention without losing access
Inactive project data sitting in CDEs, file shares, and operational platforms drives escalating storage costs and licence sprawl. Preservica's digital preservation archive is where you consolidate it all, freeing live systems for active projects, enabling clean platform decommissioning, and ensuring everything preserved is structured and AI-ready.
Make archived records accessible to every team, wherever they work
Archiving should not mean inaccessible. Project engineers retrieving as-built drawings, legal teams responding to a claim, compliance managers fulfilling an audit request: all need records on demand, without a support ticket or knowledge of the originating system. Preservica gives every team a consistent way to search and retrieve files where they already work: through SharePoint via Preserve365, dedicated web portals, or directly in Preservica, with consistent access governance throughout.
Mitigate liability risks. Preserve authenticity and readability independently of the originating system
A record is only useful if you can open it, trust it, and prove it has not changed. Construction projects span decades, and the software used to create records rarely survives that long. Preservica ensures defensible deletion, prevents critical data loss in support of litigation, and guarantees authenticity through an unbreakable metadata bond and complete audit trail, so when a claim surfaces twenty years after handover, the record you retrieve is the record that was archived.
Preserving project files and reducing storage costs whilst maintaining access for 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 useable 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 useable and a seamless part of your Microsoft 365 experience.
Trusted data integrity for compliance and AI
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 & 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
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