A recent spike in the number of offices and employees revealed how difficult it is to maintain operations using a single file server, so Joeris, a general contractor in Texas, looked for a competitive edge and a standardized collaboration solution for their remote teams.
On-site users were having a hard time finding the latest file versions and relied heavily on email attachments for document sharing. Limited site bandwidth combined with the hassles of VPN also slowed the collaborative process for everyone.
“We were behind in our IT initiatives and wanted to be up to date and more competitive. It was cumbersome for end users to gain file access. We had a single Windows File Server that was hosted on premises and access required VPN or a terminal server login,” said Tom Crews, IT Manager at Joeris General Contractors.
Joeris generates a variety of file types, including Microsoft Office, PDFs, AutoCAD or 3D modeling, video and Adobe files such as InDesign) and the company was at risk for users moving files inappropriately. IT needed a more efficient way to set and replicate access permissions so that users could work securely within their project folders.
Tired of limited bandwidth and slow connections when downloading spec sheets or InDesign files and confusion on which was the latest version of a document, Joeris had had enough. They knew about the benefits of file sharing but the solution they were using didn’t do enough to optimize performance or streamline communications.
They looked into a comprehensive enterprise file synchronization and sharing (EFSS) solution that would address common concerns and offer capabilities for increased collaboration, control and performance. With EFSS, users save files to the cloud or on-premises storage and then access them on desktop and mobile devices.
Increase connectivity on jobsites without Wi-Fi
With traditional consumer-grade solutions, internet access is required to view and download the latest versions of shared files. EFSS solutions offer a wide variety of options, including the ability to select specific folders to be synchronized for offline access. Additionally, EFSS delta sync capabilities mean that when users make edits while onsite, only the changes are saved in order to minimize the strain on bandwidth. The resulting increased connectivity allows onsite teams to easily access and edit the files they need from any location, and that they can be confident that their changes will be saved and shared with other necessary stakeholders.
Expand mobile access with user-friendly apps
Many EFSS solutions offer convenient, user-friendly mobile apps that work on a range of devices, such as tablets and phones. At Joeris, the EFSS mobile app allows employees to take photos of job sites and automatically sync them to company folders that can be accessed by team members.
Save money by moving away from on-site servers
By getting rid of costly on-premises file servers, Joeris was able to replace its VPN and file manager/virtual USB drive. That also eliminated costs of server maintenance and repair and labor costs. Most EFSS cloud solutions offer expert support as part of an enterprise package.
Keep sensitive data secure
While companies are eager to embrace the convenience of the cloud, many companies believe that cloud file sharing can compromise data security. Others see their own employees as the greatest security threat, because a failure to follow proper security protocols can put internal information at risk.
An EFSS encrypts data and gives IT employees full visibility into who is sending sensitive data to users outside the company. Intelligent analysis can track whether documents sent outside the company are password-protected, and can even flag when extremely sensitive content is being shared or downloaded in real-time. These measures can help companies stop potential leaks as they happen.
A top-tier EFSS system can ease an IT department’s workload. At Joeris, project managers can add or remove users from folder access lists, making the permissions process less cumbersome. Having different settings available can help maintain the proper balance between security and access.
Little risk and much to gain
EFSS is well-positioned to become a powerful tool in any construction company’s toolbox. With hybrid cloud models that offer the best of both onsite and offsite hosting, options to integrate secure sharing into existing tools the industry uses, like Microsoft Office, and intuitive interfaces, incorporating an innovative solution is a giant step forward in making the construction industry more efficient.
Joeris teams experience fewer connectivity issues and easily share files with vendors and subcontractors without sending email attachments back and forth. The latest document edits are automatically synced even when internet is unstable, eliminating version control problems.
