How Titanfile Enabled the CPSNS to Exchange and Store Confidential Files More Efficiently While Improving Security and Compliance

“I can’t believe how TitanFile just fell into my lap. It was everything we needed as it met all of our security and compliance needs, addressed all of our use cases, and the team was able to set up everything in record time.”

Ann Chipman, IT Manager at the CPSNS

About the College of Physicians & Surgeons of Nova Scotia (CPSNS)

The College of Physicians & Surgeons of Nova Scotia serves the public by regulating the province’s medical profession in accordance with the Medical Act and its regulations. All physicians in Nova Scotia must be licensed by the College in order to practice medicine in the province.

The College innovates in order to provide more efficient collaboration between the College, and its committee and council members, and to continue to enforce high standards of medical practice and ethical conduct in Nova Scotia.

Regulatory Body in Nova Scotia
No. of staff: 30+
TitanFile client since: 2015
User adoption rate: 100%

The Challenge

Summary of Challenges

  • Emails did not provide security
  • Members had to carry around physical copies of documents
  • File sharing and storage was inconvenient
  • PIPEDA compliance could be improved

The College regularly shared sensitive documents and other correspondence with its committee and council members. Previously, this information was shared via email or given to members in the form of hardcopy packages. Members carried these packages with them in suitcases or stored them on CDs and USBs which posed several challenges:

  • Emails did not encrypt files and messages
  • Paper documents, CDs, and USBs could easily be misplaced
  • It was inconvenient to carry files from one location to another
  • Compliance with PIPEDA could be improved

The College needed a new solution that would improve the way its committee and council members received, sent, and stored confidential information. The goal was to provide members with a secure, PIPEDA-compliant, cloud-based platform that enabled them to access their files from anywhere and communicate with the college at any time.

The Solution

The College chose TitanFile as the winning solution because it was equipped with state-of-the-art security features, exceptionally easy to use, and met all of the College’s compliance needs. TitanFile ensured that all confidential files and messages exchanged within the organization or with outside parties were encrypted in transit and at rest. All activity was tracked in detailed audit logs.

In addition, the College was very impressed at how using TitanFile was really no different than using email. Onboarding new committee and council members took only 5 minutes before they could start using the intuitive platform to access files virtually and exchange them securely.

“I remember thinking ‘TitanFile can’t be this easy to use.’ But it was. Onboarding new employees only takes 5 minutes and it really shows just how intuitive TitanFile really is.”

– Ann Chipman, IT Manager at the CPSNS

Highlights of the Winning Solution

  • State-of-the-art security
  • As easy to use as email
  • Canadian data residency
  • 100% PIPEDA compliance

The Result

Summary of Results

  • 100% user adoption
  • Outstanding feedback from staff
  • Increased convenience
  • Increased efficiency
  • Reduced overall security risk

The College of Physicians and Surgeons of Nova Scotia now has a 100% user adoption rate of TitanFile and its staff is continuously finding new ways to utilize the platform. From sharing packages of documents with committee members, to collaborating on meetings and managing complaints, the College trusts TitanFile to address all secure file sharing and collaboration use cases.

The success of the TitanFile deployment was indicated by staff usage and feedback, increased convenience and efficiency, and reduced risk:

1) Staff usage and feedback

The first thing committee and council members do at the beginning of their workday is log into TitanFile to check for updates. The members use TitanFile daily and love how easy it is to use.

2) Increased convenience and efficiency

Members no longer need to carry packages of documents with them or keep them on CDs or USBs, but instead, have instant access to all of their files by logging into TitanFile’s web application from anywhere.

3) Reduced risk

All confidential files and messages are now transferred and stored on TitanFile, which automatically encrypts data and stores it in secure data centers in Canada.

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