Fertility clinic protects data, boosts efficiencies, and saves money thanks to Office 365 switch

Our London-based fertility clinic client was looking to upgrade their legacy email system to gain improved security, increased storage, and greater cost-efficiencies.

The Challenge

The client’s legacy email system was getting full, and simply wasn’t built for modern needs. It lacked two-factor authentication, which posed obvious issues given the company’s storage of highly sensitive medical data.

Despite this, an upgrade hadn’t yet been made due to lingering concerns that any move could result in lost data and/or downtime. And, while the system was no longer fit for purpose, it was all that the company’s 160 users had ever known, meaning that education in the new software was going to be required.

The Solution

Confident that Synergy Associates could seamlessly handle the challenge, the decision was made to migrate the 160 email accounts to Microsoft Office 365, including around 500GB of email data.

As Microsoft Gold partners and experts in Office 365 migrations, we carried out the switchover in the space of just one weekend – eliminating disruption for the client. From planning to execution, the project took just three weeks to complete – including educating users on how to use web-based Office 365 system. Security policies and protocols were created for all users, including multi-factor authentication.

The outcome

The email migration has transformed how the fertility clinic works. Shared mailboxes are easier to manage and can be securely accessed by multiple users.

In addition to increased storage, the client is also benefiting from a significantly greater number of features (from backups to spam filtering), for a similar outlay. The system is more scalable and flexible. There also isn’t the need to maintain an expensive internal mail server.

Ultimately, the switch has futureproofed the company, increased security, and saved money, all without downtime or loss of data.