How a Small Municipality Automated Secure Document Transfers While Advancing a Zero Trust Strategy with MOVEit
Challenge
Securely transfer sensitive healthcare and child welfare documents between isolated network environments while supporting modernization efforts and reducing reliance on legacy scanning systems that no longer aligned with security objectives.
Solution
- Implemented MOVEit Automation to automate document transfers between scanning infrastructure and business applications used by front-office staff.
- Created a secure transfer layer between isolated network environments that runs in the background without disrupting existing employee workflows.
- Enabled departments to adopt modern scanning infrastructure while maintaining secure handling of sensitive citizen records.
Result
- Retired legacy scanning workflows and aging operating system dependencies.
- Strengthened support for the municipality’s Zero Trust security approach
- Reduced costs by eliminating the need for dedicated PCs, desktops and industrial scanning equipment.
- Freed up valuable time for IT teams and healthcare staff by automating previously manual document and onboarding processes
Full Story
Challenge
Protecting Sensitive Citizen Information While Modernizing Infrastructure
In local government, maintaining public trust depends on protecting highly sensitive information. With a team of just three IT technicians supporting the municipality’s technology environment, the team needed a solution that improved security of these files without creating additional complexity.
The municipality had recently invested in modern secure scanning and printing technology, but one important challenge remained. Scanned documents still needed to move between separate network environments before reaching the business applications that front-office staff rely on every day.
The existing process depended on aging scanning systems, dedicated hardware and older Windows-based workflows that no longer aligned with the municipality's long-term modernization and security goals.
The challenge was not simply moving files from one location to another. The municipality needed a secure method for transferring healthcare and child welfare records between isolated environments while maintaining a strong Zero Trust security posture. At the same time, the solution had to be easy to deploy, easy to manage and invisible to end users who were focused on serving citizens.
MOVEit is quite easy, to be fair. Easy to install, easy to set up, easy to understand.
IT Technician
Solution
Building a Secure Bridge Between Modern Systems and Sensitive Data
The answer came through a recommendation from a neighboring municipality that had faced a nearly identical challenge.
After learning how another local government organization was using MOVEit Automation to manage sensitive document transfers between isolated environments, the municipality decided to move forward with its own implementation.
For a small municipal IT team responsible for supporting every department, ease of implementation was critical. "MOVEit is quite easy, to be fair. Easy to install, easy to set up, easy to understand," says the IT technician.
MOVEit Automation enabled the municipality to create a secure transfer layer between its modern scanning infrastructure and the business systems employees rely on every day.
Documents are scanned into monitored folders, automatically detected by MOVEit Automation and securely transferred between network environments before being delivered to their destination systems. Employees continue working in familiar applications while the transfer process runs automatically in the background.
As the IT technician explains, “The scan goes into a folder, MOVEit checks the folder, takes every file, and sends it to the respected folder in our secure VLAN. Then it’s directly uploaded into their respective systems.”
Automating Secure Transfers Without Disrupting Daily Work
The implementation helped the municipality unlock the full value of its existing modernization investments without introducing additional processes or tools for employees to learn. Instead, MOVEit Automation strengthened security while preserving a simple and seamless user experience.
This enables departments supporting child welfare, healthcare and other citizen services to keep working in existing systems while benefiting from a more secure document-handling process. By creating a secure transfer layer between scanning devices and business applications, the municipality modernized workflows and advanced its broader Zero Trust security approach while preserving a simple and seamless user experience.
Result
Strengthening Zero Trust Security While Simplifying Daily Operations
For the municipality, one of the most significant outcomes was the ability to retire legacy scanning workflows that no longer aligned with its security goals. Processes that once depended on dedicated hardware, local PCs and aging operating systems have been replaced with a more streamlined and secure approach, allowing staff to take advantage of modern scanning infrastructure while maintaining the protection required for sensitive citizen records. As the IT technician explains, "we have eliminated all those optional scanning solutions because of security now, which is really nice." The IT team now has greater confidence in its security posture and its ability to demonstrate secure handling of sensitive citizen information in support of the municipality's Zero Trust approach.
The modernization effort also delivered meaningful cost savings. By enabling departments to use existing infrastructure, MOVEit reduced the need for dedicated computers and scanning equipment to support document workflows. For smaller departments operating under tight budgets, avoiding those investments delivered meaningful value.
Automating Secure Transfers Without Disrupting Daily Work
Automation has also reduced administrative effort across the municipality. Processes that previously required manual intervention are now handled automatically, while healthcare staff can be onboarded with the appropriate scanning access more efficiently. "They don't have to send us a ticket saying, 'There's a new nurse; she needs scanning permission. Could you fix that?' We don't have to do that anymore," says the IT technician. For a municipality operating with limited resources, those efficiencies help both IT teams and frontline staff spend less time on administrative tasks and more time serving citizens.
For end users, one of the most significant benefits has been the simplicity of the solution for employees. Staff can continue using familiar systems while secure document transfers occur automatically behind the scenes. The team noted: “It has to be the simplicity for the users. They can use the modern systems, MOVEit works in the background, fixes the security posture for our sake, and it's smooth and it's quick for them.”
The municipality is exploring additional opportunities to automate healthcare-related document workflows as supporting systems evolve. As more departments modernize their processes, the IT team expects to continue replacing legacy methods with secure, automated workflows that support long-term digital transformation.
It has to be the simplicity for the users. I know they don’t see MOVEit; they don’t understand what that is. But it’s like a chain reaction: we remove the old systems, they can use the modern systems, MOVEit works in the background, fixes the security posture for our sake, and it’s smooth and quick for them.
IT Technician