How an American Mechanical Contractor Solved Its IT Governance & Control Issues

Hybrid Content Synchronization & File Server Sync

“It was a game-changer for that.”

For a majority of organizations, migrating to a single platform for content management and collaboration is not possible. Many have brought in newer, cloud-based technologies but remain reliant on their on-premises systems for a variety of reasons – including regulatory compliance, data governance, existing line-of-business-application integrations or legacy investments. A simple use case solution is to implement a file server sync to the desired cloud storage platform(s).

Company Profile

For over 65 years, this American mechanical contracting company has prided itself on a high level of customer service and performance. Today it provides its customers with a full range of plumbing, HVAC and fire protection design/build and maintenance services. Their reputation is firmly established as there is hardly a developer, general contractor, construction firm, or Fortune 500 company in the area that cannot attest to the scope of their capability for completing a project on-time, on-budget and to the customer’s satisfaction.

The Challenge

As a result of Shadow IT, the mechanical company now had to confront security and governance issues. The company had been strictly on-premises, using their internal file servers to store their data. Company engineers wanted to work remotely. So they started using G-Mail and Dropbox on their own accord to collaborate and access documents outside of the office.

However, the IT department had no control over this data. “I couldn’t see what they were doing, or how they were doing it. We had no control over it whatsoever,” said a company Network Admin. This came to a head when a disgruntled employee accessed key construction documents and deleted a months’ worth of labor.

“We had no control of it whatsoever.”
-Company Network Admin

“Our business requires that all of our data has to be inside the building. That’s a requirement for security,” said a company Network Admin. “Box was a big question mark at first because our parent company doesn’t want us to use any cloud service. But we managed to convince them that OKTA had secured this. So if someone gets dismissed, their account is disabled so we can have full control of the data on Box.”

It ultimately came down to control & governance of the company’s data.

The Solution

Implement a File Server Sync to Box

“When we discovered Box, they said they could handle our data securely. But we needed a file server sync,” explained a company Network Admin.

To regain control over their data while enabling users to collaborate effectively, the company implemented Box. Using SkySync, they created a hybrid environment between Box and its file servers. This way, important documents were always stored on-site in accordance with corporate security requirements, but could still be accessed remotely. IT is now finally able to restrict access to the content as needed and control where shared documents exist.

Additionally, the hybrid environment has increased productivity and collaboration. “Communication and keeping everybody on the same page have been transformed 1000%,” described one of the company’s Network Admins, “It was a game-changer.” The mechanical company’s workflow has improved considerably as engineers, construction foreman and subcontractors can now share, access and update documents instantly – in the office, on job sites, or at home over the weekend.

“Now our engineers work on weekends from home, and all of our data is current. If someone needs to see it in the field, they can,” the Network Admin added.

 

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