Bluebeam Tip: Studio Project Archiving Best Practices

Archiving completed Studio Projects keeps Revu responsive and your team focused. Use this streamlined approach to retire work cleanly while preserving a trustworthy record.

• Pick candidates: Target Projects with no activity for 60–90 days. In the Studio panel, sort by Last Activity and confirm stakeholders are finished.
• Prepare the record:
  • Require all documents to be checked in and permissions reviewed.
  • Set markup Status to Final/Closed and Flatten issued PDFs to lock intent.
  • Generate a Markups Summary (PDF and CSV) for submittals, RFIs, and approvals.
• Export the Project: From the Studio Projects panel, export a full copy to a local ZIP. Include supporting references and, where required by policy, capture revision history.
• Lock before you leave: Lock the Project to prevent edits. After validation of the exported archive, remove elevated permissions or delete the Project if company retention rules allow.
• Store with standards: Move the ZIP to your DMS with a consistent naming convention (ProjectCode_Phase_YYYYMM_Archive.zip). Add metadata for discipline, client, and retention.
• Housekeeping for speed:
  • Clear Studio cache and thumbnails in Revu/Administrator to reclaim disk space.
  • Prune the Recents list and close inactive Profiles and Panels you no longer need.
• Performance win: Fewer live Projects means faster Studio sign-in, quicker panel loads, leaner local caches, and snappier searches across active work.
• Make it routine: Schedule quarterly reviews with an “Archive” checklist and a standard “Archived” stamp in your Tool Chest for visual confirmation.

Rolling out Bluebeam or refining your archive workflow? Partner with NOVEDGE for licensing, upgrades, and expert guidance on deployment best practices. If you’re scaling teams, NOVEDGE can help align Bluebeam subscriptions with your IT lifecycle and retention policy.