smbw: Secure Remote Access to Large CAD Files
How ScribNet helped an architecture firm move its whole team to remote work without giving up large design files or security.
The Situation
smbw · Architecture firm
smbw, an architecture firm based in Richmond, Virginia, was facing a unique challenge that would require a trusted partner for IT consulting and implementation. The smbw leadership wanted to enable employees to work remotely while still being able to access large CAD files such as AutoCAD, Revit, and Bluebeam. ScribNet was able to maintain best security practices while ensuring seamless access to resource-intensive applications and files and providing training sessions to familiarize employees with the new remote access tools. ScribNet also assisted the smbw team with Internet Service Provider (ISP) vendors to implement a better Wide Area Network (WAN), increasing upload/download speeds and uptime for their remote users.
What Changed
A 200% increase in upload and download speeds
Average latency reduced by 60%
100% of employees transitioned to remote work
Unplanned downtime down by 70%
The Challenges
Accessing CAD Files
Large CAD files used in design require substantial bandwidth for efficient access and manipulation. Remote workers who tried to access these large files experienced latency and delays, which affected productivity when working on time-sensitive projects. An additional risk was the potential for data corruption during file transfers over unreliable connections.
Security Concerns
Due to the sensitive nature of architectural designs, there was a high need to ensure that the designs are secure during remote access. The ScribNet team needed to develop a solution that would adhere to industry regulations and client confidentiality agreements while reducing the risk of cyber attacks or breaches due to increased remote access points as the company moved to a fully remote model.
Infrastructure Limitations
The team faced a challenge with the existing WAN infrastructure, which was inadequate for supporting high-bandwidth remote operations and their current ISP services did not offer the speed or reliability needed to handle a remote workforce. Changing or upgrading ISP services could also cause potential delays in acquiring and deploying necessary hardware.
Employee Adaptation
smbw employees with differing levels of technical proficiency would need to adjust their workflows and become familiar with the new tools and remote access technologies.
How We Did It
The work followed ScribNet's usual path: understand the situation, carry out the plan carefully, and support the team afterward.
Strategic Planning & Assessment
The project began with an IT security assessment and thorough evaluation of smbw’s existing network infrastructure, hardware, software applications, and security protocols. The ScribNet team identified specific requirements for remote access to large CAD files, including bandwidth, security, and application performance.
WAN and ISP Upgrades
The ScribNet team then acted as a vendor liaison collaborating with ISP vendors to negotiate and implement improved WAN services with higher bandwidth and reliability.
Secure Remote Access Implementation
As part of remote access implementation, the ScribNet team also deployed an enterprise-grade Secure Sockets Layer Virtual Private Network (SSLVPN) solution to provide secure, encrypted access to internal resources, regardless of location. This allowed the team to facilitate remote access without compromising performance and security, reducing the need to transfer large CAD files over the internet.
Infrastructure Enhancements
Hardware upgrades were also required in order to handle the increased data throughput. This meant installing high-performing networking equipment and Configured Quality of Services (QoS) settings to prioritize critical applications and data transfers.
Security Enhancements
The smbw team understood the need to be proactive about security measures. Multi-Factor Authentication (MFA) was implemented for all remote access and next-generation firewalls were deployed with intrusion detection and prevention capabilities. It was also important to ensure all remote devices being used by the workforce had up-to-date antivirus and endpoint security software to prevent any potential issues before they happen.
Employee Training and Support
Once the security upgrades were complete, it was time to familiarize employees with the new remote access tools and security best practices. The ScribNet team conducted a series of workshops and training sessions designed to educate and empower employees to adopt these new practices.
The Outcome
In our post-pandemic world, the ability to work remotely and continue operations seamlessly is non-negotiable. For companies with specific requirements or challenges, it can be extremely helpful to partner with a Managed IT Services firm to ensure that the right solutions are implemented to drive results. After working with ScribNet, smbw employees can now access large CAD files remotely and collaborate in real-time despite geographical distances. Sensitive project data remains secure, with no breaches reported post-implementation and processes were able to be streamlined with upgraded systems and network configurations that reduced disruptions to workflows. The entire team is now able to enjoy the flexibility of remote work without compromising on the tools or IT security solutions they need to get the job done.
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