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Fifty years after being founded, the US-based pre-press provider uses Dropbox to transform how they collaborate internally and with clients.

Westchester Publishing Services' Key Results

60% of sharing connections made externally -

One hour saved by account executives per price quote

1 million pages of content produced annually

The challenge

Spurring growth through global collaboration

It's said that you shouldn't judge a book by its cover, and Westchester Publishing Services agrees. Founded in 1969, Westchester specializes in the editorial and composition requirements of the content found between the covers. Across over 4,000 book titles and 100 journal volumes, the company produces roughly one million pages of client content each year. 

To achieve this, a team of over 300 global staff and contributors must be in sync. Traditionally, the company relied on FTP to facilitate collaboration between global teams and clients. But in recent years, it became apparent that FTP was not ideal for a younger, more digitally savvy workforce. “Using those tools was frustrating for people who weren’t familiar with them,” says Director of Technology Michael Jensen. “We have a whole generation from both an employee and client perspective that doesn’t know what FTP is. It was clear we needed to make our file-sharing process more straightforward and simple.” 

After evaluating a variety of vendors for ease of use, scalability and performance, Westchester implemented Dropbox Business to offer a simpler, more user-friendly collaboration platform.

"Dropbox offers a more modern approach to file management along with scalability as we grow. Having one consistent, global collaboration space has created huge efficiencies.”

The solution

More efficient and more collaborative

Using Dropbox Business, Westchester Publishing created a one-stop-shop for content and collaboration. The company’s global team of account executives estimates that more streamlined access to files is saving at least one hour for each price quote they create. Before Dropbox, this team could only access files through VPN or remote desktop. “On Dropbox, we’re able to work through quotes quickly because everyone has access to the same content, in real-time and from any device,” said Chief Revenue Officer Tyler Carey. “It has become a lot easier for our users to find the data they need.”

Westchester also uses the Dropbox API to automate processes and integrate Dropbox with other tools, like its Client Portal, a web-based interface where clients can communicate with Westchester, view production schedules and share project files all in one place. With the API, Westchester deployed Dropbox as the Portal’s back-end for file storage and retrieval. In another workflow, Westchester used the Dropbox API to write a Java application that automatically creates template folder structures and permissions for all new client projects.

“By integrating Dropbox with our Client Portal, we’re creating a transformative collaboration experience that seamlessly connects internal and external across our global operation and client base.”

The results

Decreasing costs for a better outcome

By deploying a centralized platform for content sharing and collaboration, Westchester is removing barriers to working across international borders and gaining more control over who sees what, where and when. “With a few clicks, we can control access for both individuals and teams,” says Jensen. “This gives us extra reassurance that the right people are seeing the right content at all times.” 

The simplicity of having a single platform has also led to reduced IT costs, a key benefit as the company’s client base and infrastructure needs grow. “Instead of scaling through additional local storage, Dropbox is helping us retire on-premise servers,” Jensen explains. “This is creating substantial savings in overhead, IT time, troubleshooting, training and hardware, which has everybody smiling.”