Case Study: Email Server Migration

email server migration

Cloud Based Email Solutions With ITBizTek

At ITBizTek, we can help you migrate your emails to a Microsoft Office 365 cloud based system. Through a thorough migration strategy created according to your company’s needs, not only is your data safeguarded through multiple levels of security to prevent data breach, but we also ensure our migration strategy is feasible for your company and is easy to understand for those who will have authorization to access the data and manage the data. 

In this case study, we will explain what a Microsoft Office 365 email migration entails. We will also assist you in understanding what the most common blunders associated with such a crucial business migration are and we will make sure your transition to the new system is as seamless as possible. 

Why You Should Migrate to a Cloud-Based Solution

First let’s look at why you should consider making the move to a Microsoft Office 365 cloud based system. There are a variety of factors as to why organizations move their current email server and archives. Factors may include enhanced company resilience, improved collaboration and communication between coworkers, or the ever-increasing security capabilities of the cloud. From a technical perspective, using a cloud based platform in this day and age is a practical way to keep up with the ever changing spectrum of technology. Additionally, you are removing the burden of having your own server that requires updates, support and licenses – the infrastructure aspect of your email solution is solved by the cloud-based approach.

The Problem With On-Site Servers: Cost, Maintenance, and Liability

The client had concerns about how much time it takes for them to manage their emails and archives through their current email server, and that only one person can truly operate and understand the system. Even though they were investing so much time and resources into purchasing hardware, license renewals and the usage of man power to execute routine maintenance, the system was still underperforming and was no longer working with the current business climate. Due to the fact that it was a manual setup, if routine maintenance on the servers were not done, this could mean your private data would be vulnerable to cyber attacks and loss of data would also be a huge probability. Not to mention, it is also very time consuming to update physical servers, which results in longer down time and great inefficiencies for your business.

ITBizTek Proposes Microsoft Office 365 Integration

Our team understood the frustrations behind the problem this client presented to us. To come up with the right migration strategy, we sat down with the client for a consultation to determine the ins and outs of what kind of hardware they currently have, who manages it, how it is managed, etc. We needed to understand their current setup so we could provide a sustainable solution for the future. We developed a migration plan that would increase efficiency for their company while simplifying and streamlining the process. We’ve considered the migration of the current server to Azure (Infrastructure as a Service); however, with this option the client would have had to manually control the Azure infrastructure in addition to MS Exchange Server. The ultimate recommendation was to migrate to Microsoft Office 365, a cloud based platform. A fully integrated system that provides analytics, virtual computing, storage, networking, and more. It is designed to replace or supplement your current on-premise servers. This strategy would provide our client with flexibility to move data as needed and it can support any operating system and language. 

Ongoing Support to the Finish Line

When choosing to work with us, we like to make it convenient for our clients, hence we provide 24/7 support for all our IT solutions so that businesses do not have to rely on one single individual to run the show! We had our pros on standby, just in case the person managing the system is not available. Due to the fact that the person in charge of the current process in place was retiring from the company, the added flexibility a cloud based system could provide for our client was highly lucrative in this case. 

Once the client was satisfied with the proposal, we had to start moving data (TXT – text files to PST – personal storage table, a format Microsoft programs use to store data) such as: 

  • Emails including inboxes & folders
  • Archives
  • Contacts
  • Calendars
  • Tasks
  • Notes
  • Journals
  • Desktop and server PST files

Being in the industry for over 20 years, we can confidently say that your migration plan should only be handled by professionals with ample experience. If the migration is not handled with care,  you risk losing data, corrupting files, and users who have not been transitioned properly through the migration process will not have access. This will create further headaches and losses for your company. Once the servers were successfully migrated, our client was thrilled with the fluidity and convenience the cloud based system brought for their company.

If you have any questions and want to discuss details regarding your current email servers or other kinds of managed IT services, feel free to contact us and we would love to set up a free IT assessment for you. If you would like to know more about the investment required for a server migration, feel free to browse our website for more information

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