Pleasanton is a city of 78,000 people in the Tri-Valley area of the San Francisco Bay Area. The City is also home to about 4,000 businesses, including offices for companies such as Clorox, Oracle, Safeway, and Workday. It’s a full service city, meaning that it has its own police department, fire department, and library. The City employs 500 people year round, plus another 200 workers for seasonal work. A single IT organization serves all City departments.
As the City’s IT Director, Allen Hammond pointed out in a recent Accellion webinar, Tips and Tricks from the City of Pleasanton, email poses problems for city governments, which are legally required to keep tight control over the distribution and storage of important files.
For many years, the City relied on email for file sharing. But Hammond encountered many problems with email attachments, including:
For a while, Hammond and his team relied on FTP for transferring large files. They quickly discovered that FTP had its own set of problems:
To address the shortcomings of both email and FTP, Hammond and his team began looking for a file-sharing solution that was easier to use than FTP and more secure and manageable than email.
Document Sharing, Collaboration, and a Mobile Workforce
In addition to addressing the logistics, compliance, and security problems of email and FTP, Hammond wanted a collaboration solution that would:
kiteworks: On-Premises Security and Control
After evaluating various solutions, Hammond and his team selected kiteworks by Accellion.
The kiteworks content collaboration platform provides secure content storage and file sharing for users anytime, anywhere, and on any kind of device. “One of the great things about kiteworks is its connectivity,” says Hammond. The platform integrates internal content repositories such as SharePoint without duplicating content or requiring external users to have accounts.
At the same time, it enforces rigorous access control policies and logs all user activity so that it complies with stringent record-keeping requirements. “We need to maintain the chain of custody on shared documents, and kiteworks totally addresses this,” says Hammond.
One critical advantage of kiteworks over public cloud solutions like Dropbox and Box is that it runs on a private cloud. The City of Pleasanton runs kiteworks in its own data center, keeping full control over the location and storage of the City’s data. In addition, kiteworks gives Pleasanton control of the encryption keys used for encrypting content. Many public cloud storage providers keep these keys themselves, and therefore have access to their customers’ data.
The kiteworks platform meets all of the City of Pleasanton’s requirements:
To Learn More
To learn more about kiteworks and how it helps the City of Pleasanton share files and collaborate securely, download the case study.