PDM Vault Size Management Options
SOLIDWORKS PDM manages file history through versioning. Each time a file is checked into the vault, a new version (copy of the digital file) is created and stored in the archive. Over time, those versions can significantly increase the size of the vault.
Because storage space has both cost and maintenance impacts, it is important to understand the available tools for managing vault growth.
There are three general categories of vault size management options:
- Built-in maintenance
- Proactive version control
- Reactive version management
Prior to implementing any changes to how versions are managed at your company, it’s important to understand the Difference Between PDM Versions and Revisions.
- Version = a copy of the digital file on the archive. Each version is assigned a number.
- Revision = a specific version number marked as a Revision
Built-in Options to Manage Vault Size
Deleted files accumulate in the archive recycle bin. This allows files to be recovered when needed, but it does not immediately remove the records from the database or the archive. When deleted files are destroyed, their records are moved from the database. However, the corresponding archive data remains until the PDM archive cleanup process runs.
Regularly Destroying files that are no longer needed is an important part of long-term vault size management. Simply deleting files without periodically destroying them can allow unnecessary archive data to continue accumulating over time.
SOLIDWORKS PDM performs this cleanup task on a scheduled basis. The schedule is controlled through the server registry and determines when destroyed file data is removed from the archive.
To learn more about Delete and Destroy, refer to the MLC CAD Systems technical guide Difference Between Deletes and Destroy in PDM (and how to recover files).
Proactive Options to Manage Vault Size
Because each check-in operation creates a new version of the file, vault size can grow quickly if every small change is stored as a separate version. SOLIDWORKS PDM included overwrite latest version options that can help reduce unnecessary version creation.
These options include:
- Overwrite on Check In
- Overwrite During State Change
Overwrite on Check In
During check in, users may have the option to select Overwrite Latest Version. When this option is selected, the new file data replaces the current latest version of the file instead of creating an additional version.
This option is controlled by user or group folder permissions.
A common use case is when an engineer wants to save work to the vault before the design is ready for review or release. For example, if geometry has changed but the file is not ready to move through the workflow, overwriting the latest version can preserve the latest work without creating an unnecessary version.
The file’s history will also contain a version comment indicating the file was “Checked in with version overwrite”
Overwrite During State change
SOLIDWORKS PDM can also overwrite the latest version automatically during workflow state changes instead of creating a new version. This option does not require approval from the user performing the transition. It’s all handled in the background of the software.
This option is commonly used in approval or release workflows where only metadata changes occur. For example, if a transition updates revision variables, approval information, or data card values without modifying the actual CAD geometry, creating another file version may not provide meaningful value.
Using overwrite during state changes can help reduce unnecessary archive growth while still maintaining workflow history.
Reactive Options
Reactive options are typically used after vault growth has already become a concern. These methods focus on reducing archive storage space by managing older file versions and archive data.
These options include
- Archive Relocation/Splitting
- Cold Storage
Archive Relocation/Splitting
Archive relocation is one of the most effective long-term strategies for managing SOLIDWORKS PDM vault growth. Rather than reducing stored data, relocation distributes archive data across additional storage resources to expand available capacity and improve storage flexibility.
SOLIDWORKS PDM supports distributing archive data across up to sixteen storage drives. Depending on infrastructure and storage requirements, administrators can either:
- Move the entire archive to a larger storage volume
- Distribute archive folders across multiple drives
Both approaches are valid and can be configured to the organization’s storage strategy, server architecture, and future growth needs. Relocation is often preferred because it preserves complete file history and avoids removing or compressing historical data.
For detailed implementation guidance, refer to the MLC CAD Systems How to Relocate Vault Archive Folders to Another Drive guide.
Cold Storage
Cold storage is a more advanced archive management feature available in SOLIDWORKS PDM Professional. It allows administrators to automatically move or delete older file versions from the vault archive while retaining the version history in the database.
Administrators can configure rules to:
- Keep only a specified number of recent versions
- Move older versions to secondary storage
- Delete older archive versions entirely
- Apply rules to specific folders or the entire vault
- Run processing on a scheduled basis
For example, a vault could be configured to retain only the five most recent versions of a file in the archive while moving older version to cold storage.
Cold Storage can significantly reduce active archive size. However, because older versions may become slower to retrieve, or permanently unavailable if deleted, this option should be planned carefully and tested before deployment to a production environment.
For more detailed information and guidance for configuring Cold Storage, refer to the MLC CAD Systems technical guide PDM Cold Storage and How to Use it.
Summary
There is no single “best” method for managing SOLIDWORKS PDM vault size. The right approach depends on company workflows, backup strategy, and storage availability.
In many environments, the best long-term strategy is a combination of proactive version management and periodic archive maintenance. Understanding these tools allows administrators to balance performance, storage efficiency, and file history while keeping the vault manageable over time.
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