Design and engineering firms have IT needs that standard small-business setups don't address well — large file transfers, project-deadline uptime requirements, remote site access, and client IP protection. This checklist covers the 8 gaps we find most consistently when we assess architecture and engineering firms in Tampa Bay.
Internal network switches are gigabit or faster — not 100Mbps consumer-grade hardwareBIM and CAD files routinely exceed 500MB. A 100Mbps switch creates a bottleneck that slows every file operation. Gigabit switching is the minimum for design firms.Most common gap
Wired connections to design workstations — not Wi-FiWi-Fi is fine for email and browsing. For large file transfers and rendering, wired Ethernet to the workstation eliminates the speed variability that slows projects.
Internet connection sized for cloud collaboration and file syncIf your firm uses BIM 360, Autodesk Construction Cloud, or similar platforms, a standard 100Mbps business connection may not support simultaneous uploads from multiple workstations. Verify your upload speed, not just download.
Automated daily backup of all project files — verified, not assumedBackup software fails silently. A backup that hasn't been checked in months may not have run in months. Test a restore from backup quarterly and document the result.Most common gap
Project files backed up to an off-site or cloud locationOn-site-only backup is destroyed in the same fire, flood, or theft as your primary systems. Cloud backup of project files is now affordable and essential.
Version history retained for active projects — not just final deliverablesDesign projects go through many revisions. A version history backup protects against accidental overwrites and client disputes about deliverable versions.
Secure access to project files from job sites and client meetingsArchitects and engineers routinely need file access away from the office. Secure cloud storage or a properly configured remote desktop solution — not an ad-hoc file share or personal Dropbox — is the right approach.
Laptops used off-site have full-disk encryption enabledA stolen laptop from a job site containing client drawings, contracts, and proprietary designs is both a business loss and a client relationship problem. Encryption makes it a non-event.
Design workstations meet RAM and GPU requirements for current software versionsRevit, AutoCAD, Civil 3D, and rendering software have significant hardware requirements that increase with each version. Underspec'd workstations create daily friction that adds up to hours of lost productivity per week.
Critical workstations and servers monitored for hardware failure warning signsHard drive failures give early warning signs. Proactive monitoring catches them before they become emergency outages — especially important during project submission deadlines.High impact
Uninterruptible power supply (UPS) on servers and key workstationsFlorida power outages and surges are common. A UPS protects hardware during outages and gives time for a clean shutdown — preventing data corruption on large project files.
Client IP and contract risk: Architecture and engineering contracts typically include provisions about project file ownership and confidentiality. A data breach exposing client drawings, specifications, or proprietary designs creates both a legal liability and a reputational risk. Encryption, access controls, and secure file sharing are not just operational hygiene — they're contract compliance.
Date completed
___________