Nonprofit Organization Abandons Decentralized File Sharing System for Cloud Based Solution
A nonprofit organization that provides family friendly resources realized that their file sharing system was anything but friendly. With a need to adhere to national privacy and security regulations the organization needed a solution that would fit their needs and allow them to stay focused on their principle mission of helping families.
Community Options for Families and Youth (COFY) is a joint clinician-parent nonprofit organization that provides therapeutic behavioral services in Contra Costa County. The organization supports families that have children with behavioral issues with a focus on strengthening families and keeping children in their own communities.
COFY has a physical office in Walnut Creek, but the team of 30 is primarily in the field working at county offices or with families and children in their homes and schools. The office is used for training and supervision. As a healthcare provider, the organization is required to be compliant with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) that mandates the privacy and security of electronic protected health information. They needed their file storage and sharing solution to be HIPAA compliant and accommodate multiple operating systems.
Prior to Egnyte the team did not have a file server. Saving files to personal computers is not compliant with HIPAA. The team frequently needed to share client information and collaborate on files but without a central server it was complex. In order to work together on files, they would email documents or meet in the office to exchange flash drives. It was inefficient and risk intensive. In addition team members use their own personal laptops so there is a wide mix of operating systems, hardware and software.
Rick Quisenberry provides IT support for the organization and is also an intern working toward becoming a licensed Marriage and Family Therapist. Rick did an online search for secure file storage and sharing and found that Egnyte Local Cloud was the only solution that met all of the organization's needs.
The organization now uses Egnyte's Virtual Server as their central server. The entire team is set up to map a drive to the folders stored on the virtual server. Using Egnyte Local Cloud all data is backed up locally and synchronized to the virtual server ensuring that there is always a unified copy of all files and folders in the cloud.
Egynte provided a storage and sharing solution that was more cost effective than having their own server. With Egnyte, all information is now stored in a central HIPAA compliant repository. The version control has been a huge benefit that facilitates file sharing and collaboration.
Implementing Egnyte has helped the team to become much more efficient and team members love that it provides the flexibility to allow them to work from anywhere.
"We can now easily share documents. We no longer have to wait to get in touch with someone when a file is needed. The files are centralized and we can access the virtual file server and pull the files we need regardless of our work location."
COFY chose Egnyte to securely store and share files in compliance with HIPAA. How do you share files while protecting the security of your company and customers?