How better file security and access simplified client collaboration

Challenge: a data breach reveals the need for extra file security

Established in 1984, The Shopping Center Group (TSCG) is the largest privately held commercial property firm focusing specifically on retail and restaurateurs. By staying true to retail, they have developed strong, long-standing relationships with well-known retailers. Their dedicated focus on retail and commitment to remaining students of the retail space allows them to avoid distractions while bringing sharp insight to the challenges that face their clients.

For TSCG, security and protection of client information are vitally important. Aside from protecting financial data, strategic information can spell disaster if it falls into the wrong hands. For instance, if a major retailer is interested in moving into a particular market, a lot of people would like to know that information ahead of time.

Following a security incident experienced by one of TSCG’s long-standing partners, the team recognised the importance of transitioning to a new service provider and conducted a thorough review of their file storage practices.”

Because of the nature of TSCG’s work, not everything is held internally. While TSCG creates a great deal of information in house, it needs to be shared with clients. The process for sharing was complex – the team had to reach out to their IT partner, who would then set up a sharing folder, and those folders were centralised in a traditional file storage system.
They wanted to do better, and they brought that challenge to a number of managed service providers (MSPs) to see who had the best solution.

Solution: secure, cloud-based storage that enables easy sharing and accessibility

During TSCG’s conversations with potential MSPs, they discussed their concerns and challenges about file security, storage and sharing. Throughout these discussions, Dropbox came to the forefront because they understood the value of security and had systems in place that would protect information while allowing easy access to the appropriate people. For Bryan Chandler, SVP and Managing Director of Innovation and Technology at TSCG, it was also important that they could lean into the experience Dropbox has working with other clients and receive reassurance that their information is secure. When clients ask, “What are you doing to protect us?” TSGC can share the measures Dropbox has in place. “This helps build trust in these relationships,” says Chandler.

Dropbox became TSCG’s central file-sharing mechanism, and all of TSCG’s 300 employees have access to Dropbox. The platform comes installed on the laptops of all new users so that documents, downloads and pictures all go to Dropbox. TSCG agents can also sign in to Dropbox on their mobile devices when they’re out on the road. And since Dropbox syncs files across all devices, every employee works off the most up-to-date version of files. “It removes that mental concern about where documents are. You just save it, and no matter where you are, you have access to it,” Chandler says. Agents work on complex deals with complex documents, but now, as long as they have access to the internet, they have access to the files they need. This kind of mobility and flexibility has also allowed TSCG to embrace a hybrid work model.

In addition to providing secure file storage, Dropbox’s features make collaboration easier for both TSCG agents and their clients. File sharing, for instance, allows TSCG to create virtual spaces for their clients with all their information and then simply send a link to the client to give them access and ensure that everyone is operating from the same data. “That’s been very well received, not only by our agents, but by our clients,” says Chandler. There’s a lot of due diligence that goes into an acquisition, and a recent transaction involved a lot of agreements around various subscriptions and contracts that a company had with different vendors. Handling these kinds of deals requires a lot of communication, usually via email. Chandler used the file request capability in Dropbox, which allowed the other party to share material into the space that he had created.

“It saves so many emails going back and forth,” says Chandler. “Instead of the clutter in my inbox, the client could simply upload it where we both have access to it. It was a much more streamlined process. When you’re moving that many files, it helps mitigate the issue of ‘I thought I sent that already.’” TSCG also relies on the ability to follow certain folders. Users can receive a notification any time someone adds something new to a space. “The folder follow feature is a hidden gem inside of Dropbox, but it has immense power,” Chandler says. “I upload newsletters, articles and other useful resources to the folder. Anyone who finds these resources useful can follow the folder and get notified when I add new content.”

Dropbox also works well with the rest of TSCG’s tech stack, which includes applications like project management tool monday.com and asset tracking and content tracking manager Airtable. “I can simply click two buttons and pull in any file from Dropbox into these applications, and it works flawlessly,” says Chandler. Dropbox’s integration features also offer scalability, which TSCG hopes to leverage in the near future. “There’s definitely a greater opportunity for us to push more and more collaboration between applications we leverage on a day-to-day basis and Dropbox.”