Client: Paul Edgar P/L is a small Melbourne-based Accountancy and Financial Planning firm with a team of five staff.
The Problem: Paul Edgar P/L were using an ageing Microsoft Small Business Server to manage their operations. However, the server’s hardware has been showing signs of reaching the end of its life, necessitating a crucial upgrade. On top of that, frequent compatibility issues between their MS SBS 2003 email exchange and the 2013 version of MS Outlook running on their desktop and laptop computers were causing downtime and frustration and affecting the teams’ productivity.
New computers needed to be downgraded to MS Office 2010 to integrate with the email exchange, which solved the immediate issue but was counterintuitive long-term. It also meant that staff could not access new features of MS Office 2013.
The team’s impending loss of mobile email access further exacerbated the situation. With the server’s lifespan close to over, there was also ongoing stress that hardware failure could result in two full business days of email data blackout. Responsive client communication was key for the firm, which motivated them to seek a solution.
This is where Proactive Technology Partners steps in.
The Solution: While the obvious solution was to invest in a new server and update to the latest MS Server version, the cost implications were significant. The firm consulted with Proactive Technology Partners for a less expensive yet equally effective alternative to address the issues they were experiencing.
Proactive Technology proposed a cost-effective staged approach that resolved the company’s IT problems and mitigated risks associated with the ageing server. The first step was to migrate the company’s email exchange from an on-site server to the modern MS Office 365 cloud platform. This ensured that Paul Edgar Pty Ltd could enjoy uninterrupted access to email correspondence without fear of data corruption or business downtime, and it enabled them to delay the costly exercise of replacing their server.
Positive Impacts: This transition brought numerous advantages for the team while removing the high upfront costs of a new server and the ongoing stress of downtime.
The new setup came with many benefits, including:
- Enhanced security, with advanced features such as remote data wipes for lost or stolen devices.
- Increased storage capacity of up to 50Gb per user (the previous email exchange was limited 72Gb in data for the whole company)
- Shared calendars
- Access to Outlook Web App for remote email access, which has superior functionality and a much better user interface
- Increased productivity and collaboration
Conclusion: By providing a staged solution, Proactive Technology Partners ensured that Paul Edgar P/L met their objective and increased their technology functionalities without significant investments in new technology, optimising their IT budget.
The new platform created a future-ready infrastructure, with the cloud migration ensuring a scalable and adaptable option to meet the company’s evolving business needs.
The migration ensured a seamless data transition, safeguarding historic data during the switchover. Heightened security ensured the company increased their ability to protect client and internal data. Overall, it removed the ongoing downtime and risks, while increasing the teams’ ability to do their work effectively.