Bentley ProjectWise archives: what's inside and what to keep

What does a ProjectWise archive actually contain?#

A ProjectWise archive contains a datasource, which pairs a database of metadata with one or more storage areas holding the files. The database is where the history lives: folder and work area structures, document attributes, versions, workflow states, reference relationships, permissions and, where enabled, the audit trail.

Configuration varies by firm and by version, so the first job is an inventory. Ask your ProjectWise administrator which features were switched on and when, because an audit trail that was disabled for years, or purged on a schedule, changes what the archive can show.

• 1Documents in storage areas, including DGN, DWG, PDF and Office files.
• 2Version history for documents that were versioned rather than overwritten.
• 3Attributes and environments: discipline, sheet number, status, revision and custom fields.
• 4Workflow and state definitions, such as work in progress, check, approved and issued.
• 5Audit trail events, such as creation, check-out, check-in, state changes, moves and deletions.
• 6Reference attachment relationships between design files.
• 7User, group and access control lists.

Why audit trails and versions count as process evidence#

Audit trails and version histories count as process evidence because they record how a design moved from draft to issue, not just where it ended up. A run of check-outs, state changes and new versions around a review date shows who checked a sheet, how much rework followed and how often a deliverable bounced back.

AI developers value records that link a request to a decision and an outcome. In a ProjectWise datasource, that link appears when workflow states, review markups and versions line up: a sheet moves to check, a reviewer's markup is attached, the designer checks in a revised version, and the sheet moves to approved.

What to keep when you migrate or retire ProjectWise#

When you migrate or retire ProjectWise, keep the database and storage areas together as a complete, restorable archive before anything moves. Migration tools often carry current files and selected attributes to the new platform while leaving versions, audit history and workflow records behind.

Treat the export as a records project, not an IT ticket. General counsel and practice leaders should decide which history matters before the old servers are switched off, because a deleted audit trail cannot be rebuilt from the new system.

• 1Back up the datasource database and every storage area at the same point in time.
• 2Export the audit trail to a structured format, with document identifiers that match the file export.
• 3Export workflow, state and environment definitions so attribute values can be read later.
• 4Save a user and group mapping, then decide how names will be pseudonymized for any reuse.
• 5Record which projects, by client type, sit in which folders or work areas.
• 6Keep the ProjectWise version and configuration notes with the archive.

Which projects should be excluded by default?#

Projects for public agencies and critical infrastructure should be excluded by default. Civil and infrastructure firms often run ProjectWise because transportation departments and utilities expect it, and those clients' agreements commonly restrict reuse, require return of records or treat some information as security-sensitive.

Default exclusion is a practical rule, not a legal conclusion. A later review may clear specific private work in the same datasource, but starting from exclusion keeps utility systems, bridges, transit facilities and energy assets out of any package unless counsel and the firm decide otherwise.

Personal details hiding in ProjectWise#

Personal details in ProjectWise sit mostly in the metadata. Audit trail entries carry user names and sometimes machine names, attributes may record checker and approver names, and documents filed from email can include signatures and phone numbers.

Pseudonymize user identifiers consistently, so one person maps to one token across the whole archive. That keeps the review sequence intact while removing who did the work. Professional seals and signatures on issued sheets are another reason issued drawings usually stay out of scope, and employees deserve a plain explanation of how their work records will be used before any package is approved.

Illustrative: a civil firm moves off on-premises ProjectWise#

Illustrative: a fictional civil engineering firm with transportation, water and private land development practices is moving from an on-premises ProjectWise datasource to a cloud document platform. The migration plan carried current files only.

Its digital practice leader held the cutover long enough to back up the datasource and storage areas together and to export the audit trail and workflow history. Transportation and water work was tagged as excluded by default. Private land development work on the firm's own terms became the candidate set: audit trail sequences, workflow transitions and internal review markups, with user names pseudonymized and project identifiers removed. Issued drawings stayed out.

How SourceX approaches ProjectWise archives#

SourceX approaches ProjectWise archives as process records first and drawings second. During Supply, the firm describes its datasources, record families and project types using metadata only; nothing is shared during the initial assessment. Rights and Preparation then apply the default exclusions, pseudonymize users and strip client identifiers.

Large archives stay in the firm's own storage or ship on encrypted drives, and SourceX never hosts multi-TB datasets. The approved scope, privacy record and release authorization are documented in a SourceX Evidence Packet.