CodeLathe Technologies Inc13785 Research Blvd, Suite 125
Austin TX 78750, USA
Phone: +1 (888) 571-6480
Fax: +1 (866) 824-9584
The day to day operations of managing a mid-sized Canadian city can be a daunting task. The city does its best to maintain both smooth and secure operational efficiency, but with so many employees and users, it can be a great challenge. The city has stakeholders both within each city department, and with external partners. Now, with the amount of digital information moving between people, its more important than ever to maintain an easy to use, efficient, and traceable file sharing system. The city also needed to ensure that files could be shared both within the office and from the field while ensuring that file sharing was complaint with their security requirements.
As the digitization of files and documents continues to increase, sharing and managing these documents and photos is becoming more and more challenging. The city’s file sharing system had evolved into a collection of individual solutions cobbled together in an effort to meet the increasing needs of moving and sharing information. With this solution the City faced the challenge of securing the different methods that users had access to when moving and sharing data. Employees used FTP, email, personal file sharing accounts, and even USB drives for quick internal sharing. The result was documents and information scattered everywhere, leaving large gaps in consistency, security and traceability.
The city was facing significant risks associated with its file handing and sharing processes. Issues such as:
Security risks – viruses and malware can propagate quickly using FTP and email while personal file sharing accounts left the city open to hacking risks.
Missing files – when so many methods are being used to share files, and with no central file sharing location available, it was very easy for files to go missing. When a USB drive gets lost, an email gets deleted, or a personal file sharing account gets closed. important files disappear.
Tracking risks – with files being shared in so many different ways, it was virtually impossible to know which was the current version, who had made changes, or who they hadbeen shared with. In other words, there was no solution for version control and accountability.