Narrative of Resolution:
title
Authorize the implementation of an on-premises (Non-Cloud) Sharefile Instance
end
body
If Resolution requires expenditure of County Funds, provide the following information:
Amount to be authorized by Resolution: $40,500 for a new 3-year agreement
Are funds already budgeted? Yes
If ‘Yes,’ specify appropriation code(s): A-1680-43-4304
If ‘No,’ specify proposed source of funds: N/A
Specify Compliance with Procurement Procedures:
RESOLUTION INTRODUCED BY THE EXECUTIVE COMMITTEE AUTHORIZING THE IMPLEMENTATION OF AN ON-PREMISES (NON-CLOUD) SHAREFILE INSTANCE FOR SECURE EXTERNAL FILE SHARING AND THE EXECUTION OF A 3-YEAR AGREEMENT WITH PROGRESS*SHAREFILE
WHEREAS, the County of Sullivan, across numerous Divisions and Departments, regularly engage in the exchange of personally identifiable information (PII), protected health information (PHI), and other sensitive or confidential data with approved external parties in the performance of its official duties; and
WHEREAS, current cloud-based file-sharing methods, in many cases, do not provide adequate safeguards to mitigate the risks of unauthorized access, interception, or disclosure of sensitive information; and
WHEREAS, the secure, controlled, and auditable sharing of such information is essential to ensuring compliance with applicable federal, state, and local privacy regulations, including but not limited to HIPAA, Corporate Compliance, and other relevant data protection statutes; and
WHEREAS, the deployment of an on-premises (non-cloud) instance of ShareFile will enable the County to retain full control over its file-sharing infrastructure, enforce encryption of data both in transit and at rest, and implement granular user access controls and activity logging; and
WHEREAS, the implementation of an on-premises ShareFile solution will improve the County’s ability to securely exchange files with approved external partners while maintaining compliance with established information security policies and best practices;
NOW, THEREFORE, BE IT RESOLVED, that the Sullivan County Legislature hereby authorizes the acquisition, installation, and configuration of an on-premises ShareFile system to provide secure external file sharing of PII, PHI, and other sensitive or confidential information; and
BE IT FURTHER RESOLVED, that the Sullivan County Division of Information Technology Services Division is authorized to coordinate the technical deployment, security configuration, and user training necessary to implement this solution; and
BE IT FURTHER RESOLVED, that the County Manager is authorized to execute a 3-year subscription service order in accordance with the Sharefile End User Agreement at a cost of $40,500.00 for the term beginning August 31, 2025 and ending August 30, 2028; and
BE IT FURTHER RESOLVED, that said documents and agreements to be in such form as the County Attorney shall approve.