With Progress ShareFile software, Trustees of the Christian Brothers achieved:
• Increased savings on software costs through consolidation
• Improved security for document storage and sharing
• Expedited execution of signatures
• Reduced maintenance costs for support
From Fragmentation to Focus
When Richard Owens, Chief Information Officer, joined the Trustees of the Christian Brothers nearly two decades ago, he was handed a complex challenge: unify a decentralized network of institutions across Oceania under a single digital infrastructure. Each region operated independently with its own systems and workflows, leading to inconsistencies and collaboration issues. Richard had to bring them together, with technology as the foundation.
At first, the organization relied on basic tools like email and local servers for storage. But as the organization began functioning as a single entity, the need arose for a centralized and user-friendly document collaboration platform with robust security features. After evaluating several options, the Trustees adopted Progress® ShareFile® software—initially as an on-premises solution and later migrated to the cloud. With that transition, the organization unlocked new features and scalability. “We loved it,” Richard said. “It’s a beautifully simple product to operate.”
Why Trustees Chose ShareFile Software Over SharePoint
Despite having access to Microsoft’s full suite, Richard and his team chose ShareFile
software for their primary document repository, collaboration and signature solution. The reason? Simplicity and consistency.
“ShareFile product’s interface has remained consistent. Like Apple’s interface, it’s familiar and intuitive and while it has evolved, it still looks and feels the same” Richard explained. “Microsoft 365 encourages user storage across a variety of Microsoft platforms but results in differing methods of access, no single interface or audit trail, increased management overheads, orphan files and changes of direction as 365 evolves. ShareFile is clear, centralized and easy to manage.”
Additionally, having the ShareFile e-signature feature within the same system was a bonus. Once implemented, the ShareFile e-signature component proved to be the right solution. It was easy to use and enabled the return of executed documents quicker than other alternatives. “We transitioned employees from one company into another and needed to execute onboarding documents. Sixty-to-seventy percent were back within an hour. It used to be days—we love it.”
Security, Compliance and Peace of Mind
Operating across multiple continents means navigating complex data privacy laws, especially in Europe. When the leadership group in Rome began using ShareFile software, concerns were raised regarding GDPR regulations. Not only did ShareFile tools support GDPR-aligned practices and detailed audit trails for data governance, it also allowed the organization to enable an EU storage zone, which kept data stored within Europe. “If we ever did get hacked, we could show exactly what data had been accessed. That’s huge for us,” Richard said.
After considering a separate document management system, the Trustees decided it was ultimately unnecessary. The ShareFile product they used already met their needs—particularly in document version control, auditing and search capability. In addition, features like file sharing, Outlook integration and “request for files” help capture data directly into ShareFile software and reduce the reliance on email as a storage tool.
AI Adoption and Workflow Innovation
Through decades of software experience, Richard understood the unique opportunity that AI presented. “Like many organizations, we initially adopted a cautious approach to AI, primarily for fear of data leakage. The introduction of AI tools in ShareFile allowed us to explore the advantages of AI in a secure environment.” Users can summarize or interrogate a document, add a note or translate from Italian or Spanish, all without leaving the protected ShareFile environment.
Looking Forward
Richard is eager to maintain the momentum with ShareFile software. He sees potential for ShareFile features to continue evolving, with AI document-level capabilities across large folder structures and eventually, all organizational data.
“We’re trying to build something that can evolve,” he said. “The more we utilize features such as workflows, forms and projects, the more we realize just how good the product is. And the more we can focus on our mission.”
--
.jpg?sfvrsn=47a2af94_1)
