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Client case study: Capron and Helliwell

Posted 03 Aug 2020

When it comes to office-based IT systems, it's important to have a solution which not only meets your current needs, but has flexibility to help you adapt in the future. In our latest client case study, we explain how we worked with a Norfolk-based law firm to help them to upgrade to a new, more reliable infrastructure.

The Client….

Capron & Helliwell Solicitors are a Norfolk-based law firm, with offices based in Stalham and Wroxham.

The company has been a long-standing client of Lucid Systems for more than 10 years. With three separate offices and around 40 users, Lucid Systems has worked in partnership with the client to ensure that they have a cohesive IT system that continually supports their business needs.

The Challenge….

The client was previously using the internal Microsoft SBS 2011 Server for file services and the Exchange Server for emails.

However, as the system was approaching the End of Life (ELO), it was time to facilitate an upgrade in order to maintain a proper security system and ensure its reliability. This provided us with an ideal opportunity to undertake a full review and analysis of the overall system infrastructure to determine whether there were any alternatives which could be better utilised to meet the changing needs of Capron and Helliwell.

The client needed a system that would provide a standardised desktop environment for all of their users. They also needed to ensure that corporate data could flow seamlessly between each user, regardless of where they were located.

They wanted to retain the existing desktops as they had many more years of use in them. It was the right time to update and migrate their computer systems from an onsite Client-Server environment to a cloud-hosted Remote Desktop Services Thin Client environment. 

As part of the upgrade, they wanted to migrate their email systems from an in-house Microsoft Exchange server to Office 365. This would enable them to take advantage of a cloud-based email system, despite the increased risks regarding data security. It was important that Capron and Helliwell felt confident that their data security was prioritised and that they could showcase to their clients that they could securely process confidential client data. 

Due to the busy nature of the law firm, they required Lucid Systems to fully manage this migration around office hours, with minimal disruption to day-to-day operations. An additional challenge was to ensure that throughout the migration, there was still the full functionality of their in-house digital dictation system, which would be used by employees within a remote desktop environment.

Our approach…

We conducted a thorough analysis of the existing system to assess the software and resources used in order to design a sever infrastructure that would not only meet the current demands but had scope to allow for future expansion. As part of this analysis, we also approached all existing software vendors to ensure that everything would remain fully compatible throughout the migration and installation of Office 365.

It was our recommendation to migrate from the in-house servers to a cloud-based system hosted in our own secure, fully-managed data centre. We knew that with three separate offices, the most appropriate approach would be to recommend a remote desktop server that would offer a unified, cohesive experience and comprehensive access from any location.

At Lucid Systems, we always collaborate in partnership with our clients and their software suppliers. We explained the rationale behind our suggestions and helped them to understand why it was the most effective system for their needs. Our understanding of our clients allows us to not just consider the ‘here and now’ but also consider future potential; the client was happy that the new system would have the flexibility to grow with their business and adapt to technological changes.

The timescales…

We knew that it was vital to have minimal disruption to the business, so we broke the project down into manageable phases. This allowed us to deliver the migration over a timeframe of four months and was handled in accordance with client priorities.  This also meant that users were subject to manageable incremental changes

The extended timescale ensured that there was minimal disruption caused by the migration to day-to-day operations within the business.

The results…

The client agrees that the new system has solved their issues, and they have noted that there was immediate increased productivity amongst their employees thanks to the ease of access via remote working. As a direct result of the new system, the peak processing power available to each user’s environment has increased enormously! The remote desktop services have been hugely beneficial; the set up ensured that the client could easily switch to working from home during the coronavirus lockdown.

The migration has led to a stronger return on investment when it comes to their IT support; not only does it require less management and dedicated engineer time to run, but it’s far easier to upgrade individual users’ applications. This means that the client has added confidence that their system is continually updated. Now that all data is hosted in one location, it is much easier to manage data security.

Since the installation, we have continued to provide additional support to the client to enable each user to get the most out of the system. We’ve shared best practice advice and guidance on how to be alert to specific phishing scams targeting Office 365 systems. We’ve also demonstrated best practice regarding log-on and log-off processes to ensure that each user is benefiting from the optimum resource capability when using remote desktop servers.

The client says…

“We have always been extremely happy with the service that Lucid Systems have provided. The helpdesk guys are always very calm and helpful in a crisis and thanks to the remote desktop services, we were able to remain working productively from home throughout the lockdown.”

Chrissy Sadler

Office Manager, Capron & Helliwell Solicitors

We have shared details of some of the projects that we have worked on with clients across the East of England. To read more about our work, please view our client case studies. If you feel that your business requires updated IT solutions or a new infrastructure, then please get in touch

by Amy Dawson