When they needed to manage an increasing number of laptops, Maidstone Citizens Advice Bureau found their aging server estate at risk of slow-down and security breaches.
The client needed a robust, yet flexible approach to file storage and device management that kept their overheads low.
The client
The Citizens Advice Bureau based in Maidstone, Kent is an independent charity that forms part of the network of local Citizens Advice charities across the UK. As a small charity it relies on volunteers and has limited funding.
Heliocentrix has provided Managed IT Support in Maidstone for the charity for many years, and have supported them through a number of IT projects.
The challenge
Like many businesses, the Maidstone Citizen’s Advice Bureau have seen a significant increase in hybrid working, meaning that the number of laptops they manage has increased significantly.
Their existing servers needed replacement and finding the right solution meant thinking ahead to provide a cost-effective, yet easy to manage solution, now and for the future.
Finding the right solution meant thinking ahead to provide a cost-effective, yet easy to manage solution, now and for the future. As our team audited the server and security set up, they also found a clash between the charity’s existing photocopiers, regularly used to scan documents onto the server, and the cyber security requirements.
The result
Firstly, Heliocentrix identified that the client could save on capital expenditure by moving from its aging, owned servers to Microsoft 365. This enabled them to transfer their data to cloud-based storage and manage their laptops and other devices centrally in the cloud.
This saved money on a server upgrade, allowing the charity to invest in a longer lasting solution that will always move with the times. It also gives the client more flexibility for remote working and device management.
The existing photocopiers, mentioned above, did not support directly connecting to Microsoft 365 in the same way they had worked with the server. Scan to Email was not an option as it would not protect privacy and security to a high enough standard. We also wanted to prevent the client making a big outlay on new scanning equipment. We turned to our Digital Transformation team, who built a bespoke process to save scans automatically and securely to SharePoint. This uses a combination of Microsoft tools, supported by Power Platform and Power Automate.
This solution means that Maidstone Citizen’s Advice Bureau has the latest security measures for its data and has the benefit of remote management for its entire computer estate, so it can be managed from anywhere.
We also supported them to achieve Cyber Essentials accreditation. This government backed scheme assesses whether an organisation’s cyber security meets best practice standards. Attaining Cyber Essentials certification demonstrates the robust infrastructure which is now in place and the commitment Maidstone Citizen’s Advice Bureau have made to being cyber secure.
Ongoing IT support is provided on a Pay As You Go basis so the charity can use volunteer support to reduce costs, but still access specialist expertise when needed.
