The National Collegiate Athletic Association (NCAA) is a non-profit association that regulates more than 450,000 college student-athletes of 1,281 institutions, conferences, organizations, and individuals that organizes the athletic programs of many colleges and universities in the United States and Canada. The NCAA provides opportunity to those students to compete annually in college sports. Learn more at ncaa.org
The NCAA was trying to find a way to store digital media assets for each of the 1,281 institutions so it was available any time from anywhere. A simple solution was a requirement so that athletic departments could easily upload logos, fight songs, rosters, schedules, and other school related materials. Beyond the uploading of these assets, it was a requirement that those with access could not download or delete any other school assets. These uploaded materials needed to also be easily accessible for download by media outlets (ESPN, BSN, B1G Network, etc.) without requesting it from the schools directly. There was also a requirement for media affiliates to only be able to download files without any access to upload or delete. Overall, there needed to be restrictions on both the schools and 3rd party providers to ensure that no data is ever lost.
SmartFile was able to provide the perfect solution for the NCAA. The ability to set permissions was exactly what they needed. The institutions can log in and upload their stats/info but not download or delete anything. The media outlets can download the information they need but not upload or delete files. The NCAA was also able to take full use of the audit logs to see what schools had uploaded their files and who had not. They also receive email notifications when new files are added so they don’t have to continually log in to check. This is vital during the NCAA basketball tournament and other national events when media may need specific digital assets immediately without bothering (and waiting for) institutions to respond.