BIM vs IT Friction: Security and Efficiency in the Cloud Era
In the digital age, architecture, engineering, and construction (AEC) firms are increasingly relying on cloud-based collaboration tools to manage complex projects. Yet, as these technologies evolve, so do the conversations between Building Information Modeling (BIM) professionals and IT departments. The tension often stems from balancing project efficiency with cybersecurity — a challenge that has become more nuanced with tools like Autodesk Construction Cloud and similar platforms. This article explores the common friction points between BIM and IT teams and proposes a path toward collaboration, security, and streamlined project delivery.
The Shift to Cloud-Based Collaboration
The industry has largely moved away from internal file servers and isolated workflows. Modern project collaboration now often takes place in cloud environments where architects, consultants, and engineers contribute to shared models and documents. Cloud platforms offer significant advantages: centralized access, version control, activity tracking, and real-time collaboration across locations.
However, this shift also introduces new layers of complexity. Traditional IT security models, designed to protect data behind firewalls, must adapt to a world where data is accessed from remote locations, personal devices, and multiple stakeholder environments.
Redefining the Network Perimeter
Previously, IT departments managed security through a clear boundary: data inside the office network was safe, and data outside was not. In the era of hybrid work and cloud-first tools, this model is obsolete. Homes, mobile devices, and cloud platforms now fall within the security perimeter, and IT teams must ensure these access points are secure.
This includes implementing endpoint protection, monitoring devices for malware or ransomware, and ensuring secure configurations when syncing data with cloud tools. Viruses or spyware introduced from an insecure device can still propagate through synced cloud folders, potentially infecting other users or encrypting sensitive files.
Understanding the Real Threats
The concerns aren’t hypothetical. Threat actors often use sophisticated methods, embedding malicious code in PDFs or Office documents to gain access to systems. These files may install spyware, which silently monitors communications until attackers strike — often by intercepting invoices or login credentials.
But it’s crucial to understand that these threats typically originate from compromised devices, not the cloud platforms themselves. In many cases, cloud platforms are simply the medium through which infected files are transmitted — similar to email or file-sharing services.
Security in Cloud Platforms: A Comparative Advantage
Cloud collaboration platforms increasingly offer robust security features. For example, detailed activity logs track who accessed, downloaded, or modified files. This level of auditability far surpasses traditional file servers or email-based sharing, where tracing access can be nearly impossible.
Furthermore, cloud services often provide automated backups, version histories, and file recovery tools — minimizing the impact of accidental deletions or file corruption. These capabilities create a more resilient and transparent environment for design teams.
Administrative Access: A Misunderstood Concern
One of the most contentious topics between IT and BIM professionals is administrative access. IT departments often resist granting admin-level privileges due to fears of data leaks or accidental damage. However, within platforms like Autodesk Construction Cloud, admin roles are essential for tasks like creating project templates, managing folder structures, configuring add-ins, and inviting team members.
Without admin access, BIM managers are hindered in performing their core duties, delaying project timelines and increasing overhead. Importantly, cloud platforms typically allow restoration of deleted files, tracking of user actions, and permission management — reducing the actual risk associated with administrative access.
Who Should Decide? The Role of Leadership
The recurring friction between BIM and IT isn’t just technical — it’s organizational. Ultimately, the decision about who has access and how cloud platforms are used should come from firm leadership. These choices impact project timelines, team productivity, and even client satisfaction. Leaders must evaluate the trade-offs between control and efficiency, ensuring that both BIM and IT stakeholders are aligned with the firm’s strategic goals.
Toward a Collaborative Framework
To bridge the gap, firms should consider developing a shared framework that includes:
- Clear Definitions of Roles and Access Levels: Clarify what project and account admins can do, and who should hold these roles.
- Training and Standard Operating Procedures: Ensure that BIM teams are properly trained to manage cloud environments securely.
- Audit and Monitoring Tools: Leverage platform features to monitor access and track changes, creating a culture of accountability.
- Leadership Oversight: Decisions about access and security should be owned at the leadership level, balancing risk with operational needs.
Conclusion
Security and efficiency are not mutually exclusive. In fact, when implemented thoughtfully, cloud-based tools can provide better security and greater transparency than traditional systems. By fostering collaboration between BIM professionals and IT teams — and involving leadership in the conversation — AEC firms can build a digital infrastructure that supports both innovation and protection.
If you have questions or need help please reach out to us. ArchIT specializes in providing IT services for architecture, design, and engineering firms.