How Architecture Firms Share Large BIM Files Without Cloud Storage

Why BIM and Cloud Sync Are a Problematic Combination

Revit models are not like Word documents. A mid-scale commercial project Revit model runs 200MB to over 1GB. Architectural, structural, and MEP models linked together — a common federated model approach — multiply that. ArchiCAD, Vectorworks, and Tekla work files similarly grow with project complexity.

Cloud synchronisation services were not designed for files of this size that require exclusive write access while open. The result for firms that try to use Dropbox or OneDrive for active BIM work is a familiar set of problems:

• Syncing a 400MB Revit model takes 3–8 minutes after every save
• The model cannot be safely opened on another machine while sync is in progress
• Sync conflicts occur when a file is open while the service attempts a mid-session sync
• Revit's worksharing (Worksets) requires all collaborators to be accessing the model from a single network location — fundamentally incompatible with cloud sync as a primary storage mechanism

What Revit Worksharing Actually Requires

Revit's native multi-user workflow — Worksharing with Worksets — requires all team members to access a single Central Model file from a shared location on the same network. The workflow is:

1. One person creates the Central Model in a shared network location
2. Each team member creates a Local Model on their own machine, linked to the Central Model
3. During work, each person owns specific Worksets (groups of elements)
4. Synchronising With Central (SWC) pushes changes back to the Central Model

For this to work, the Central Model must live on a stable, always-accessible network location — a shared folder on a dedicated machine or a NAS.

Note: Autodesk offers cloud-based worksharing through Revit Cloud Worksharing (part of AEC Collection). This is a valid infrastructure choice for firms with the subscription, particularly for projects involving multiple offices. This article covers the local-network approach for firms using traditional local or perpetual licencing.

Option 1 — Shared Network Folder on a Dedicated Machine

For small practices (2–8 architects), a powerful workstation that remains on during work hours hosts all Revit Central Models:

1. Create a project folder structure on the host machine (e.g., D:\Projects)
2. Share it on the network: right-click → Properties → Sharing → Advanced Sharing
3. Map as a consistent drive letter on all architect machines (e.g., R:\)
4. Store all Revit Central Models at R:\ClientName\Project\Central\
5. Each architect creates their Local Model at their own machine's Documents folder, pointing to the Central Model path

Critical: the drive letter (R:\) must be identical on every machine. Revit stores the Central Model path inside the Local Model file — if the drive letter differs between machines, the link breaks.

Option 2 — NAS for Always-On Model Access

A workstation that gets shut down, rebooted for updates, or taken home by its owner is not a reliable Central Model host. A NAS device removes this dependency entirely.

Synology and QNAP NAS devices present as standard SMB shares to all Windows machines. Mount it as R:\ on every architect machine, store Central Models there, and the host is always available regardless of which workstations are on.

For a practice of 4–10 architects, a mid-range Synology (DS923+ or similar) with 4–8TB of storage handles Revit Central Models, linked models, and project asset libraries without issue.

Option 3 — LAN Transfer for File Package Handoffs

Separate from the Central Model workflow, architects regularly pass file packages between each other: linked model updates from a structural consultant, a complete project folder for a colleague taking over, a family library, a specification document set.

For these handoffs, direct LAN transfer is faster than any shared folder approach and requires no path configuration. Drop the folder into Oxolan, select the colleague, transfer completes in seconds to minutes rather than the upload-download cycle of cloud.

Get Oxolan for Windows

Managing Linked Models Across Machines

Federated BIM models link multiple discipline files together (architectural, structural, MEP, civil). Each linked model stores a file path. When that path differs between team members' machines, the link appears as missing.

Best practice for linked model management:

• Store all linked models on the same shared network drive that hosts the Central Models
• Use relative paths where the software supports them
• For external consultants using different systems: IFC export is the most reliable interoperability format for read-only coordination models

Frequently Asked Questions

Can we store the Revit Central Model on a NAS over WiFi? Technically possible for small models, but not recommended for active production work. Revit worksharing involves frequent reads and writes during Synchronise With Central operations. These are latency-sensitive. A wired gigabit connection between the NAS and each architect machine is the minimum recommended setup. For larger models, 2.5GbE or 10GbE significantly improves sync times.

What is the Revit Server and do we need it? Revit Server is Autodesk's on-premise solution for worksharing over wide-area networks and between offices. It is a full Windows Server application with real-time accelerators. For a single-office practice, it is unnecessary — a shared network folder achieves the same result.

How do we share models with engineers who are not in our office? For temporary coordination: IFC exports or linking models via a shared cloud folder (separate from the active working files). For integrated BIM collaboration across offices, Autodesk BIM 360 / ACC is the supported platform.

How large a practice can manage without a server? A practice of up to 10–12 architects manages well with a NAS-based Central Model setup. Above that count, available workset bandwidth and simultaneous SWC operations benefit from Revit Server or cloud worksharing infrastructure.