In construction projects, a wide range of files must be managed, including drawings, CAD files, and 3D models. Establishing a system that ensures secure, accurate data management while allowing all stakeholders to conveniently access the most up-to-date information is critically important.

However, when individuals manage data separately across different cloud platforms or local folders, it often leads to confusion over the latest version, disorganized approval workflows, and unnecessary rework. For this reason, implementing a Common Data Environment (CDE) has become increasingly essential.

In this article, BIMCAD outlines a practical approach to setting up a CDE—from folder structures and workflows to naming conventions and version control—designed for real-world project implementation.

Based on the principles of ISO 19650, this guide helps organizations establish a robust information management foundation aligned with BIM/CIM practices, ultimately improving operational efficiency and project quality in the era of digital transformation.

Understanding the Fundamental Concepts of CDE

To properly understand a Common Data Environment (CDE), it is essential to grasp its core characteristics, how it differs from standard cloud storage, and the information management approach defined by ISO 19650.

In this context, a CDE is not merely a data storage location—it is a comprehensive information management system that spans the entire project lifecycle, with a structured classification and consistent control of data states.

In particular, data within a CDE is managed through the workflow: WIP → Shared → Published, representing the process of review, approval, and information release. This is not just a way of organizing folders, but a mechanism that ensures strict data control, enhances transparency, and improves coordination efficiency across the project.

👉 Learn more: Introduction to CDE

1. What is a CDE (Common Data Environment)?

A CDE is an environment where all project stakeholders organize and manage information based on a shared set of rules, while always having access to the latest version of data.

By centralizing various types of information—such as BIM 3D models, CAD drawings, and related documents—a CDE significantly improves information sharing and project management efficiency.

In addition, a CDE enables access control, ensuring that only authorized users can view or edit specific data. This helps minimize errors while clearly defining responsibilities within construction projects.

For example, during the design phase, data typically follows the workflow:
WIP (Work In Progress) → Shared → Published.

Through this process, it becomes possible to clearly identify who made changes and when, ensuring full traceability throughout the project lifecycle.

2. Differences Between CDE and Cloud Storage

Cloud storage is typically used as an online file repository, where folder structures, naming conventions, and storage methods largely depend on individual users.

In contrast, when implementing a Common Data Environment (CDE), the entire system—including folder structures, information classification, naming conventions, and data status management—is standardized and consistently applied. This allows all project stakeholders to work under a unified framework, resulting in more consistent execution and review processes.

However, CDE and cloud storage should not be seen as entirely separate. In practice, many projects combine platforms such as SharePoint or Box with CDE principles to build an effective information management and sharing system.

Comparison: Cloud Storage vs CDE

3. Basic Structure of a CDE According to ISO 19650

ISO 19650 is an international standard published by the International Organization for Standardization (ISO), which defines information management practices in construction projects. According to this standard, in practical implementation, a Common Data Environment (CDE) is typically organized into distinct data states: WIP, Shared, Published, and Archive, allowing information to be managed throughout different project stages.

First, in WIP (Work In Progress), data is created and edited by responsible individuals. Then, through a defined review and approval process (workflow), the data is moved to the Shared state for coordination and collaboration. Once formally approved, the files become Published, representing the official version for project use. Meanwhile, previous versions are stored in the Archive for future reference when needed.

Therefore, a CDE is not merely a data storage location—it serves as a core platform for information management, ensuring data consistency and transparency throughout the approval process.

Basic Data Flow in a CDE

WIP (Work In Progress)
↓
Shared (Review / Coordination)
↓
Published (Official Release)
↓
Archive (Storage)

Overview of CDE Development and the 5-Step Implementation Process

The process of building a Common Data Environment (CDE) can be carried out through the following five key steps:

■ Overall Process Summary

During the CDE setup process, it is essential to begin by clearly defining the objectives and scope. From there, each component should be developed step by step, including information classification, folder structure, workflows, as well as naming conventions and version control.

Having a clear overall understanding before implementation makes it easier to connect all components and minimize potential errors.

Following these five steps helps establish an effective information management foundation aligned with BIM/CIM practices, while also reducing errors and rework in projects.

1. Define Objectives and Scope

First, clearly define the purpose of the CDE and its scope of application. Identify the types of data involved—such as CAD drawings, BIM models, images, and documents—to determine the operational boundaries.

2. Design Information Classification

Based on ISO 19650, data is managed according to different states: WIP, Shared, Published, and Archive. This helps define the data flow from creation to final release.

3. Design Folder Structure

Organize folders by project, combining data states and project phases. The key is to ensure that the structure clearly reflects the flow of information.

4. Design Workflow

Establish a review and approval process, clearly defining the roles and responsibilities of each stakeholder at every stage. This should be integrated with access control to avoid confusion during operation.

5. Establish Naming Conventions & Version Control

Standardize file naming rules and version management to track changes effectively. This improves searchability and ensures full traceability throughout the project lifecycle.

CDE Implementation Steps in BIM Projects

Based on the five steps outlined earlier, we will now go into the practical implementation process. Starting from defining objectives and scope, the process continues with designing information classification, folder structure, workflows, and naming conventions with version control.

Implementing CDE step by step helps build an environment that is well-suited to the project. At the same time, it is important to remain flexible and adjust based on real-world site operations to ensure effective adoption.

1. Define Objectives and Scope

If the goal is to manage information throughout the entire lifecycle—from design to construction—then data such as design drawings, construction plans, images, and 3D models should be included in the CDE.

In terms of users, it is important to clearly define whether the system will include design teams, construction managers, site supervisors, and subcontractors.

Clearly defining objectives—such as “establishing a platform for accurate and up-to-date data sharing and management”—will guide all subsequent design decisions.

2. Design Information Classification (WIP, Shared, etc.)

Information is classified into four main categories: Work In Progress (WIP), Shared, Published, and Archive.

If needed, the “Shared” category can be further divided into subcategories such as “Under Review” and “In Revision.” However, it is recommended to keep the structure as simple as possible.

In particular, properly managing the WIP area is critical, especially for BIM and CIM data that are frequently updated.

3. Design a Detailed Folder Structure

Create a top-level folder for each project, then organize subfolders such as WIP, Shared, and Published within it. These can be further structured by project phases, such as Design and Construction.

Designing a folder structure that clearly represents the flow of information is essential for usability and management. This structure should be refined through collaboration with both design and construction teams to ensure it works effectively in practice.

Example folder structure:

Project_A
├─ WIP
│  ├─ Design
│  └─ Construction
├─ Shared
├─ Published
└─ Archive

4. Importance of Workflow Design

This defines the process by which data created in the WIP state is reviewed by responsible parties, moved to the Shared state, and then approved before being officially published.

It is essential to clearly define:

• Who is responsible
• Deadlines
• Required actions

to avoid any gaps in the process.

In addition, access control should be configured in advance—for example, restricting who can move files into the Shared folder.

👉 Learn more: Managing Data Permissions in BIM Projects

5. Establish Naming Conventions & Version Control

File names should include key information such as project name, content, date, and version.
For example: PRJ01_PLAN_20270120_v01

If necessary, additional elements such as LOD (Level of Development) and discipline codes can be included to improve data identification.

Version control involves assigning version numbers to each update and defining rules for archiving previous versions. This makes it easier to track changes and reference historical data.

Building a CDE with Tools

Today, there are various tools available to implement a Common Data Environment (CDE), such as BIM 360, Trimble Connect, VinaCDE, PlanGrid, and Box.

These platforms are generally cloud-based, offering strong capabilities in access control and version management. When combined with appropriate workflows, they can effectively support the implementation of a CDE-based data management system.

Choosing the right tool depends on several factors:

• Project scale
• Level of BIM/CIM adoption
• Team IT capability
• Implementation and operational costs

In addition, collecting feedback from real users is essential. It helps identify which features are truly useful on-site, thereby reducing risks during implementation.

👉 Learn more: Common Data Environment (CDE) in BIM

The Relationship Between CDE and BIM

In BIM/CIM practices—particularly following the direction of Japan’s MLIT—the focus is not only on 3D models but on comprehensive information management throughout the project lifecycle. This is also the core principle behind CDE.

When implementing BIM, data goes beyond 3D models to include drawings, documents, and schedules. If managed centrally within a CDE, all information remains synchronized, reducing discrepancies and making it easier to control submissions and documentation.

In practice, especially in Japan, the term “CDE” may not always be explicitly used, but it exists in the form of shared information platforms and structured data management processes.

In the context of Construction DX (Digital Transformation), building such a system is no longer optional—it is a fundamental requirement for effective BIM implementation.

Conclusion

A CDE is not just a software solution—it is a standardized approach to managing data across the entire project lifecycle. When implemented correctly, it ensures that teams always work with the correct version, avoids fragmented data, and provides clear control over approval processes.

However, to apply it effectively, organizations should start small and gradually optimize based on real-world conditions. The ultimate goal is to build a system that is easy for everyone in the project to understand and use, becoming a solid foundation for maximizing the value of BIM in the era of digital transformation in construction.

Are you facing difficulties implementing BIM, REVIT, CDE, or any technology and technical aspects related to BIM for your project?

Don’t worry — BIMCAD Vietnam is always ready to support you!

CONTACT US NOW →