Securing Shared Spaces: How 0IT.US Solved a Data Privacy Challenge for Two Co-Located Companies

The Challenge: Securing Shared Resources for Two Practices

We were tasked with finding a cost-effective solution for two dental practices sharing office space and network resources. Despite software support teams advising that separate, private networks weren’t feasible within the current setup, we were confident that we could engineer a secure data separation strategy. Our main goals were to:

• Securely isolate client data for each practice to ensure confidentiality.
• Maintain efficient, uninterrupted workflows for both practices.
• Develop an intuitive solution that fit seamlessly into the existing systems.

Our Plan of Action: Engineering a Tailored IT Solution

Following extensive research and collaboration with the software support team to identify limitations and opportunities within their system, we devised a plan:

• Created two distinct databases—one per practice—on shared network workstations.
• Established separate folders accessible only by user profiles associated with each practice.
• Configured these folders to ensure that only authorized personnel could access the relevant client data, enhancing data security while maintaining ease of use.

This approach enabled each practice to have access to its own database, secured and easy to navigate within their shared environment.

Implementation Process: Overcoming System Limitations

Implementing the solution came with its own set of challenges, including:

• Precision in folder naming to streamline information access and routing.
• Ensuring that the interface remained intuitive for all users, minimizing disruptions.

The software team highlighted that the system wasn’t designed for multi-company setups, so we relied on our expertise to adapt the configuration. We introduced a dedicated workstation for the renting practice, doubling as a pseudo-server, to host their database and manage front desk activities efficiently.

Conclusion: Independent and Secure Operations

Our implementation was successful. Each practice operated independently and securely, with full privacy maintained for their client information. Both practices accessed only their respective databases, and the system retained all necessary functionalities, including tool integrations.

Final Impact: Building Long-Term IT Foundations

This project underscores 0IT.US’s dedication to delivering effective, secure IT solutions, even in challenging environments. By addressing privacy and operational needs, we fostered enduring partnerships with both the office owner and the renting practice. As the renting practice later expanded into its own location, we supported them with a scalable, secure IT infrastructure to continue their growth.

We are proud to have laid a reliable IT foundation for both practices, contributing to their success and future development.