Remote Work in Distribution Without Losing Control of Your Files

How a global distributor moved beyond consumer sync tools and built secure, scalable file access with CentreStack

The distribution industry runs on speed and coordination: orders move fast, inventory shifts constantly, and teams need access to the same documents—pricing sheets, vendor contracts, product specs, drawings, and operational playbooks—without delays. But when remote and hybrid work became the norm, many distributors faced the same uncomfortable reality:

Traditional file sharing tools made access easier—but control harder.

This is a generic case story inspired by real-world sales conversations in the distribution sector. Names and identifying details have been removed, but the challenge is common—and the path forward is repeatable.

The Remote Work Challenge in Distribution

Remote work didn’t just change where people work. It changed how file access must work.

For a global distribution organization with teams spread across regions, remote access challenges typically show up in a few predictable ways:

• Too many “shadow copies” of files living on laptops, email threads, and personal sync folders

• Inconsistent permissions when users move between departments, branches, or projects

• Limited visibility and auditing into who accessed what and when

• Difficulty keeping data under control while still enabling fast collaboration

• Pressure to avoid disrupting existing infrastructure, especially when AWS is already part of the environment

Many teams start with familiar tools like consumer-grade sync-and-share platforms. They work—until they don’t.

Why OneDrive/Dropbox-Style Sync Often Breaks Down

Consumer sync platforms can be helpful for lightweight collaboration, but distributors often operate with:

• complex internal folder structures

• departmental segregation requirements

• sensitive vendor pricing and contract data

• operational files that must remain controlled and traceable

• shared drives that were built over the years and still match how teams work

Common friction points include:

• Over-sharing risk (links forwarded, folders synced locally, unclear boundaries)

• Permission mismatch (what the org intends vs. what the tool enforces)

• Operational disruption (reorganizing folders to fit a tool rather than the business)

• Compliance and governance gaps (limited auditing or inconsistent access rules)

So the question becomes:

How do you enable remote access without sacrificing control—or rebuilding everything?

Turning Point: When CentreStack Made Remote Work “Click”

The turning point came when the organization recognized that it didn’t need a consumer sync tool—it needed a secure, controlled file access layer that could:

1. Keep data governed the way the business already requires

2. Extend access securely to remote users

3. Fit into existing identity and cloud infrastructure—especially AWS

That’s where CentreStack entered the picture.

Instead of forcing the organization to reorganize data or accept weaker controls, CentreStack was positioned as a practical path to remote work enablement—without giving up ownership, security, or operational consistency.

The Solution: Secure Remote File Access Built Around Existing Infrastructure

At a high level, the organization needed three outcomes:

1. Secure access from anywhere

2. Clear and enforceable access control

3. A deployment model that aligned with AWS strategy and vendor relationships

CentreStack matched those priorities by supporting a secure, scalable model that complements an AWS-based environment—while keeping access governed and manageable.

What they implemented (generic blueprint)

• Identity-based access tied to existing directory services (e.g., Active Directory)

• Secure remote access to shared data without relying on ad-hoc sync sprawl

• Centralized management for permissions and governance

• An architecture that fits AWS infrastructure rather than competing with it

Key Capabilities That Mattered Most

Different organizations emphasize different features, but for global distribution operations, these are the capabilities that tend to matter most.

1) Controlled access without operational disruption

Remote users could access files without turning the environment into a maze of duplicated folders and conflicting versions.

2) Stronger permission strategy

Instead of “all-or-nothing” sharing, the organization could apply a more deliberate access model aligned with departments, roles, and responsibilities.

3) Seamless fit with AWS strategy

Because AWS was already central to infrastructure planning, the solution needed to align with that direction—not create a parallel ecosystem. CentreStack supported that strategic alignment while reinforcing strong vendor relationships already in place.

4) Designed for scale

A distributed workforce isn’t static. Teams expand, contractors come and go, and new branches open. The approach needed to scale without constant rework.

Results: What Changed After Adoption

While every organization measures success differently, the improvements typically fall into a few categories.

Operational efficiency improved because:

• Remote users could access what they needed with fewer workarounds

• Teams spent less time hunting for the “latest version” of a document

• IT regained consistency in how file access was provisioned and managed

Security and control improved because:

• Access rules were clearer and easier to enforce

• Governance didn’t depend on individual user behavior

• The organization could better align remote access with internal policies

Strategic alignment improved because:

• The solution complemented the existing AWS infrastructure

• technology choices supported broader vendor relationship goals

• remote work enablement became part of a long-term operating model, not a temporary patch

Why This Matters Across the Distribution Industry

This isn’t a one-off story. The distribution sector is full of organizations managing:

• large file sets and complex folder structures

• multi-branch operations

• sensitive vendor and pricing information

• hybrid/remote work as a permanent reality

The lesson is simple:

Remote access shouldn’t require losing control—or rebuilding your entire file environment.

With the right approach, distributors can modernize file access while keeping governance intact.

Practical Takeaways for Teams Planning Their Own Remote Access Strategy

If you’re evaluating your next step, here are a few questions that tend to clarify the right direction:

• Do we need access, or do we need access + control?

• Are we okay with files syncing to endpoints, or must access stay governed centrally?

• Can we implement remote work enablement without reorganizing data?

• Does the solution align with our AWS roadmap and existing infrastructure strategy?

• Can IT manage this at scale without constant exceptions and manual fixes?

If those questions resonate, you’re not alone—and there are proven patterns to solve them.

Call to Action

If your organization is facing similar remote work and file access challenges, CentreStack can help you enable secure, controlled access that aligns with your existing infrastructure—without forcing a disruptive overhaul.

Reach out to explore what a practical deployment could look like for your environment.