To merge two companies together is often a challenge, especially with regards to IT. And this was indeed the case with Christina Zimmermann and Christian Ramsgaard in early 2013, when they merged their two companies together and formed ActOn-CPH.
“When we merged our two companies, we needed a way to work together, both within the company and with our freelancers. We have to work on our documents from both PCs and Macs, and we must have access from our smartphones and tablets. So, whether we are visiting clients, traveling or working from home, we must be effective in our collaboration,” says Christina Zimmermann, partner and director at ActOn-CPH.
ActOn-CPH needed a solution that could secure their data. A large part of the documents and data they work on are of a sensitive nature, and it is important that only selected individuals can access them.
"ActOn-CPH is very happy with Syncplicity; the solution has made everyday life easy and smooth, and has not required any special IT knowledge."
“Therefore we needed an effective solution. It is vital both for our customers and for ourselves that we act professionally. And who has not been in a situation where a subcontractor’s data has crashed and vital information is lost? Therefore, we had to think about backup, collaboration and security, and Syncplicity took care of all three of our needs. ‘Syncplicity just runs” says Christina Zimmermann.
ActOn-CPH turned to EMC Partner SAC-IT, which specializes in consulting services for cloud solutions. It was important to find the right solution the first time and not just arbitrarily select any file sharing solution on the web.
“We chose SAC-IT, because we needed expertise from a supplier who could understand and tackle our challenges. SAC-IT has an in-depth knowledge of what’s happening in the cloud market, and it gave us confidence that we would deploy a sustainable solution that we could grow with. ‘And then there’s Danish support,” says Christina Zimmermann.
The solution was Syncplicity by EMC, which operates in the background and does not disturb users. It provides access to documents from any platform and is easily integrated into all IT systems. “Syncplicity is a cloud solution that delivers many security, access and storage choice benefits at once,” says Jackie Amelung, managing director and partner at SAC-IT.
With Syncplicity ActOn-CPH can choose which folder structure they wish to work with. Once Syncplicity is installed, every employee can choose what is shared and with whom through Syncplicity’s cloud solution. “To ensure that every computer would not sync all documents to their local drives, we decided to build a machine that acts as a job server,” says Christian Ramsgaard and continues: ‘Our computers in the offi ce are pointing to the job server, and that is where we have all our documents,” says Christian Ramsgaard.
Syncplicity makes sure that all documents on the job server are synchronized to the cloud, so there is access to them, regardless of their physical location. “This requires of course that IT is in control of security administration. It is of no use, if an employee or freelancer loses a tablet or smartphone and then has free access to our documents,” says Jackie Amelung.
Syncplicity is cleverly designed so that if a user loses a device, the administrator can delete (remote wipe) the device from the system, without having to delete the user. When access to Syncplicity for a device is deleted then all documents are instantly removed from it.
“... should we manage sensitive personal data, we wanted to comply with the Privacy Act, and therefore SAC-IT ensured that the server we synchronized against was located in Denmark”.
For ActOn-CPH, it was important that when documents were synchronized to the cloud they were assured that the documents did not leave Danish soil. “We wanted to ensure that if we were to manage sensitive personal data, we complied with the Personal Data Protection Act and therefore SAC-IT ensured that the server we synced up against was located in Denmark,” says Christina Zimmermann.
SAC IT could manage this through its cooperation with EMC, which makes it possible to be a hosting provider for Syncplicity solutions. “So when ActOn- CPH synchronizes documents with Syncplicity data ends up on SAC IT’s server or our cloud,” says Jackie Amelung. At the same time Syncplicity gives us comfort that data is always at hand, since SAC IT backups the job server, and Syncplicity backs up data in the cloud.
“Syncplicity also makes it easy for us to work with both freelancers and customers,” said Christina Zimmermann. It is possible to share documents via unique links, and customers can also get access to uploaded documents. This makes it easy to keep documents assembled in the correct folders. No more having to send documents back and forth on email – the upload feature automatically places the documents where they belong.
“Implementing Syncplicity had the extra benefit of organizing our files on the job server; otherwise we would quickly end up in chaos where no one would know where to find documents, and our freelancers would not know where to upload the documents,” says Christian Ramsgaard.
According to Jackie Amelung it is necessary that customers and users of Syncplicity have a well-defined IT policy. “It’s necessary to know what you want to share with customers and how the system freelancers have access to your data. This way we maintain the IT control and it is important when you put data in a cloud solution,” says Jackie Amelung.
“ActOn-CPH is very pleased with Syncplicity; it has made everyday life easy and smooth, and did not require any special IT knowledge,” says Christina Zimmermann and Christian Ramsgaard.
“None of us have in-depth understanding of how IT works. Therefore, Syncplicity fits us so well. It was set up and it just runs. We do not have to worry about it; it’s there and it works” says Christian Ramsgaard.
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