Croydon Council expands usage of Egress Switch to securely transition to paperless office
London – October 2015 – Egress Software Technologies, provider of Government-certified encryption services to 30 of the 33 London boroughs, today announced that Croydon Council expanded its usage of Egress Switch Secure File Transfer to further secure its data and to assist the process of moving to a new modern paperless office environment. In keeping with the council’s commitment to the highest data protection standards, Croydon Council identified the need to automate the secure transfer of confidential files, including highly sensitive social care records. Having previously adopted Egress Switch Secure Email in 2011 under the ‘Secure Communications with third parties’ project, the council developed its usage of the platform to meet this challenge.
Lauren White, ICT Business Partner at Croydon Council, explains: “Croydon Council has been through a period of great change, with nearly two-thirds of council staff moving into its new corporate headquarters and using reduced paper storage facilities. In addition, with almost all employees working to a three-to-two desk ratio, the council decided to adopt a paperless environment and consequently needed a secure mechanism for transferring scans of sensitive paper files, such as social care records, to corporate SharePoint sites and other applications. We consequently chose Switch Secure File Transfer not only to meet this need, but also as a logical progression to our usage of the Switch encryption services platform.”
Councillor Simon Hall, Croydon Council’s cabinet member for finance, said: “The Switch technology provided by Egress is better for our staff, our residents and gives Croydon taxpayers more value for money.
“An encrypted paperless system is cheaper, greener, even more secure and uses less space. This saves us over £100,000 per year on storage costs alone. More significantly, it will enable us to deliver improved and more efficient ways of working.”
During the transition phase, the transfer of paper social care records to electronic systems required specific attention. With the hard copy files relocated to a secure storage site, Croydon Council needed a secure transfer mechanism that would protect the data contained within the documents and also quickly deliver them to the social care department to ensure minimal disruption to the crucial services it provides to vulnerable individuals.
“By the end of the project, between 40,000 and 50,000 social care files had been transferred, alongside thousands of other corporate files,” continues White. “Overall, Switch saved approximately two man hours per batch of files, which at the height of the project worked out to the FTE of one working day per week. Our employees also received instant notification once the files were ready, meaning they only had to be without access to the paper files for the minimum amount of time and thereby safeguarding productivity and efficiency.”
Offered through Switch Secure File Transfer, automated file transfer functionality enables organisations to embed encryption into day-to-day business processes. Leveraging Government-certified key management, automated file transfer offers multiple layers of information security, including real-time revocation and auditing, to ensure data is protected both at rest and in transit. As such, organisations can simultaneously take advantage of workflow efficiencies without risking data security.
Egress UK Sales Manager Kelly McCann comments: “Croydon Council is an excellent example of how organisations can extend their usage of the Switch encryption services platform to meet their differing secure communication requirements. Egress worked closely with both the council and its document storage supplier to implement a system involving securely delivering scanned copies of the files back into the council premises. This ensured a smooth transition to a new work process, while maintaining Croydon Council’s commitment to data protection.”
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About Egress Software Technologies
Egress Software Technologies is the leading provider of hosted and on-premise encryption services designed to secure all forms of electronic information and delivered to customers in both the Public and Private Sectors via a single platform: Egress Switch.
As the first, and currently only, CESG CPA Foundation Grade certified email encryption product on the market, Switch Secure Email enables customers to share highly sensitive information over the internet, without the need to manage external third party credentials. The award-winning Switch portfolio of products also includes Secure File Transfer, Secure Web Form and the latest online collaboration offering, Secure Workspace.
Using patented key management, the platform utilises a unique community-based licensing model known as ‘the Egress Trust Network’ that consists of paying and free Switch subscribers, who are able to share information securely with one another using a single global identity.
About Croydon Council
With a workforce of about 10,500 staff, including teachers in schools, Croydon Council is the largest employer in the borough, and spending over £900 million per year, the council makes a significant contribution to the local economy. The council comprises three main political functions: the Executive (Leader and Cabinet), Committees and Scrutiny.
The council provides a large number of services for local people, businesses and visitors to the borough, including services for children and adults, and environmental, cultural, sports, housing, planning and benefits services.