How a CloudFileSync on-premise private cloud solution can solve a law firm's need for an efficient way to easily and securely share and access large-scale files while adhering to compliance requirements
The client operates a law firm primarily focused on sensitive contract negotiations for local and state businesses, real estate conveyancing, private estates and family law. Their scope of business requires them to address a number of compliance requirements with financial data, personal health records and family and court data. These compliance requirements stem from duty of care, legal privilege and state and federal privacy requirements.
The firm currently operates out of 3 offices in Florida, with head office located in Miami, and two smaller, remote offices located in Tampa and Orlando. The head office network is managed by a local MSP, while the smaller sites are maintained by the same MSP using remote monitoring and maintenance software.
44 desktop computers
Data growing @ 200 GB/year
Windows 2012 file server
Satellite Office A
9 desktop/laptop computers
Data growing @ 40 GB/year
Windows 2008 R2 file server
Satellite Office B (New Branch)
4 desktop computers (plus 4 to be installed)
Workstation using Windows HomeGroup
A recent company risk management audit conducted with the cooperation of the MSP raised a number of IT infrastructure and data management concerns that need addressing. The audit exposed widespread use of personal files sharing tools by employees across all offices, causing potential breaches of policy that must be resolved.
The firm wants to ensure that the management of the data is restored to company control, and that all business related data is backed up in a way that is compliant and secure.
Collaboration with contracted third parties requires providing access to documents and case files - granting login and VPN access has been poorly received by staff and solutions such as email have been used instead.
Where email has proven insufficient due to the increasing size of documents, staff have been using personal Dropbox accounts to send privileged files to third parties.
Files that are too big to send via email, such as long confidential contracts are often received via fax, meaning they have to be scanned to be stored in their digital format. The firm would like to explore alternatives for large file receipt that do not involve fax machines.
Infrastructure is inconsistent between sites and not due for replacement at this time. The server in the Tampa office is no longer under warranty, while the Orlando office runs an-adhoc server using network shares on one of the workstations.
Neither the Orlando nor the Tampa office have a reliable backup solution in place. The network is particularly unreliable for after hours file access in the Orlando office as the computer hosting the network share is often turned off at night.
A cloud based File, Sync and Share was the obvious solution as it provided a central file repository for the Tampa and Orlando offices with head office IT having control of data access, however the selling a cloud based FSS was going to be difficult as the client was concerns with privacy and security and compliance with cloud based storage.
It was decided that a CloudFileSync on-premise installation on the existing Windows 2012 server would give the firm what they need, while making use of their existing infrastructure.
More specifically, the MSP;
Installed a CloudFileSync server with a 2TB on-premise server licence on the head office Windows 2012 server;
Added users from the three sites using a combination of imports from Active directory, CSV file and manualuser creation;
Created groups for different roles and cases
Created mapped "Cloud" drives for each office and assigned appropriate user access;
Uploaded head office data into CloudFileSync overnight, and the data from Tampa and Orland over a few days;
Guest users access with limited access to only the folder they needed access to were created on an ad-hoc basis as required for third-party collaboration
The CloudFileSync on-premise installation allowed the law firm to keep the data in house and on the existing company Windows servers behind the company firewall and it allowed them to have the files sharing and collaboration and mobile access tools that the users demanded.
The companyfirm now had full control over access and ownership of data and no longer had to worry about where the company data was being stored, and who it was being shared with.
Additional benefits included:
Full audit trails to monitor user access and file sharing for complete visibilty and data control;
Sending and receiving large files was no longer an issue for internal or external users;
Secure collaboration with external consultants and legal teams was now quick and easy with no VPN required;
Employee productivity increased due to mobile access to data, enabling users to be able to work remotely; and
New retention and versioning features enabled users to recover previous versions of files or deleted files, without the need for assistance from IT.
No other solution empowers the reseller so completely. With flexible deployment options, self-hosting capabilities, an intuitive management console and strategic pricing models, we ensure our partners have every advantage to successfully sell and generate high recurring margins.