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Marketing Agency Streamlining Remote Video Collaboration
Company Situation
The company operates within the marketing and creative services space, managing a sizable volume of digital assets including videos, images, and design files. Their team structure includes a mix of internal staff, contractors working predominantly remotely, and multiple external agencies supporting marketing and video editing functions. The company oversees a complex ecosystem of on-premises storage and cloud-based business systems, supporting collaboration across internal and external teams.
Existing Workflow
Currently, the company stores roughly 7.5 terabytes of mixed media content on an on-premises network share. This storage holds diverse file types such as videos, Illustrator files, and Premiere Pro projects. Folder organization is inconsistent, with individual marketing team members creating their own structures, resulting in a fragmented and poorly organized digital asset environment. Accessing these files remotely requires VPN connections, which complicates workflows and often forces users to download files locally to work on them, creating version control and sharing challenges. External agencies must be given VPN access to collaborate, further complicating secure and efficient sharing.
Issues with the Existing Workflow
VPN-dependent access leads to slow, unreliable connections and bottlenecks, especially for remote contractors and external agencies.
Disorganized file structures make searching for specific assets difficult and time-consuming.
Local downloads to work on files introduce risks of outdated versions and redundant copies.
Sharing assets externally is cumbersome, requiring copying files into other platforms like SharePoint or Dropbox, increasing administrative overhead.
Current solutions are fragmented, relying on multiple single-point tools that do not integrate fluidly, causing data sprawl and inefficiency.
The shift to a largely remote marketing team and reliance on external agencies has made the existing VPN-based workflow untenable.
How Shade Would Change Their Workflow
Shade offers a unified platform that integrates search, access, and sharing of digital assets within a single interface. By replacing the reliance on VPN and local downloads, Shade enables direct editing of large media files within applications like Adobe Premiere Pro and Final Cut, without the need to copy files locally. Its powerful search capabilities simplify finding assets within the poorly organized repository, reducing time spent hunting for content. Shade also facilitates seamless, secure external sharing without duplicating files into separate platforms, improving collaboration with outside agencies. This single-pane solution consolidates fragmented tools into one streamlined system, enhancing operational efficiency and supporting the company’s evolving remote and hybrid work model.
Benefits
- Elimination of VPN bottlenecks for remote and external users
- Streamlined, powerful search across all digital assets regardless of folder structure
- Direct editing of media files in native creative applications without local downloads
- Secure, easy external sharing without file duplication
- Consolidation of multiple tools into one integrated platform
- Enhanced collaboration across internal teams and external agencies
- Supports remote-first and hybrid workforce models with improved accessibility and usability
Industry
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