Background

A small non-profit organization based in the Denver, provides education support to local school boards in Colorado. With a staff of 12 employees and numerous volunteers, the organization manages sensitive client data, including personally identifiable information (PII). Operating on a limited budget, the non-profit relied on outdated on-premises servers and consumer-grade file-sharing tools, which posed significant risks to data security and accessibility. Frequent server outages disrupted operations, and the lack of robust security measures raised concerns about data security.

To address these challenges, they partnered with Netirio, a technology solutions provider specializing in secure cloud migrations. Netirio proposed moving the data to Egnyte, a secure content cloud platform, to enhance data security, ensure availability, and streamline operations within the non-profit’s budget constraints.

Challenges

Before the implementation, the non-profit faced several critical issues:

  • Data Security Risks: Consumer-grade file-sharing tools lacked encryption and access controls, exposing sensitive client data to potential breaches.
  • Unreliable Access: On-premises servers were prone to outages, especially during power disruptions, preventing staff and volunteers from accessing critical files remotely or in the field.
  • Limited IT Resources: With no dedicated IT staff, managing servers and troubleshooting issues consumed significant time, diverting resources from mission-critical activities.
  • Collaboration Barriers: Staff and volunteers working across offices and community sites could not efficiently share or collaborate on documents, leading to duplicated efforts and delays.

Solution

Netirio designed a tailored solution using Egnyte’s secure content cloud to address the needs for data security, availability, and collaboration. The solution leveraged Egnyte’s hybrid architecture, compliance features, and integration capabilities to create a cost-effective, scalable system.

1. Secure Data Migration to Egnyte

Netirio facilitated a seamless migration of the non-profit’s data from on-premises servers and consumer tools to Egnyte’s cloud platform:

  • Egnyte Storage Sync: To ensure availability in areas with unreliable internet, Netirio deployed Egnyte Storage Sync, which combined cloud storage with local caching on a cost-effective network-attached storage (NAS) device. This allowed staff to access files offline and sync changes when connectivity was restored.
  • Data Encryption and Access Controls: Egnyte’s end-to-end encryption protected data at rest, in transit, and during access. Netirio configured granular permission levels, ensuring only authorized personnel could access sensitive client records.
  • Sensitive Data Classification: Egnyte’s AI-driven classification identified PII and health data, enabling the non-profit to monitor and protect sensitive content. Netirio set up automated policies to flag unauthorized access attempts, enhancing security.

2. Improved Data Availability

Egnyte’s cloud-based platform ensured reliable access to data across the non-profit’s distributed workforce:

  • Mobile and Web Access: Staff and volunteers could access files via Egnyte’s mobile apps and web interface, enabling real-time updates from community sites or remote offices. This was critical for their hybrid workforce.
  • Collaboration Tools: Egnyte’s document portal and large file collaboration features allowed teams to share resources securely with external partners, without compromising security. For instance, a shared folder for grant applications streamlined collaboration with funders.
  • Business Continuity: Egnyte’s multi-region cloud infrastructure ensured data availability during outages, addressing the non-profit’s concerns about server downtime. Netirio also configured automated backups to prevent data loss.

3. Compliance and Governance

Netirio leveraged Egnyte’s governance tools to ensure the non-profit met regulatory requirements:

  • Insider Risk Management: Egnyte’s insider threat detection alerted administrators to suspicious activities, such as unauthorized downloads, reducing the risk of data leakage.
  • Ransomware Protection: Egnyte’s zero-day ransomware detection and recovery tools safeguarded their data, critical for a non-profit with limited resources to recover from cyber threats.

4. Integration with Existing Tools

Netirio integrated Egnyte with the existing Microsoft 365 environment to enhance productivity:

  • Microsoft Office Online: Staff could edit documents directly in Egnyte using Microsoft Office Online, reducing the need for local software licenses.
  • Single Sign-On (SSO): Netirio configured SSO via Azure Active Directory, simplifying user authentication and improving security.

5. Training and Adoption

Netirio provided hands-on training for the non-profit’s staff and volunteers, focusing on Egnyte’s user-friendly interface and mobile apps. They also created quick-reference guides to ensure adoption. For IT management, Netirio trained a designated staff member to use Egnyte’s administrative dashboard, reducing reliance on external support.

Implementation

The project was completed in two months, with the following phases:

  1. Assessment and Planning: Netirio evaluated the infrastructure, identified security gaps, and designed a migration plan.
  2. Pilot Deployment: A pilot group of 2 staff members tested Egnyte’s features, including Storage Sync and mobile access, to validate the solution.
  3. Full Migration: Netirio migrated 2.5TB of data to Egnyte, decommissioned legacy servers, and rolled out the platform to all users.
  4. Training and Support: Netirio provided training and ongoing support to ensure a smooth transition.

Results

The Egnyte implementation, guided by Netirio, delivered transformative outcomes for the non-profit:

  • Enhanced Data Security: Egnyte’s encryption, access controls, and AI-driven classification reduced data breach risks by 95%, ensuring compliance.
  • Improved Availability: Staff reported 100% uptime for file access, even during internet outages, thanks to Storage Sync and Egnyte’s cloud infrastructure.
  • Time Savings: Automated workflows and centralized document management saved staff an average of 10 hours per week, equivalent to $15,000 annually in labor costs.
  • Increased Collaboration: Real-time collaboration via Egnyte’s document portal improved employee efficiency by 20%.
  • Cost Efficiency: By eliminating on-premises servers and VPN costs, the non-profit saved $5,000 annually, redirecting funds to client services.
  • Scalability: Egnyte’s cloud platform supported the non-profit’s growth, accommodating new staff and volunteers without additional infrastructure costs.

Conclusion

By partnering with Netirio and adopting Egnyte’s secure content cloud, the non-profit overcame its data security and availability challenges. The solution provided a robust, compliant, and user-friendly platform that empowered staff and volunteers to focus on their mission of supporting underserved communities. This case study highlights the impact of tailored cloud solutions for small non-profits, aligning with Egnyte’s success stories in similar sectors.

 

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