Centralised IT Upgrade Boosts DOS Efficiency

Discover how Managed IT Experts revitalised the ageing IT setup for Discounted Office Supplies (DOS), a leading supplier of office and consumable supplies based in Fife, creating a more centralised and accessible IT environment.

Situation Overview

DOS was constrained by an outdated IT infrastructure, including old PCs and laptops running sluggish versions of Windows. This not only hampered productivity but also limited their ability to access business applications remotely, essential for modern business demands.

Objective

Our objective was to overhaul DOS’s IT infrastructure to enable efficient remote access to critical business applications, ensuring security and centralisation of IT resources.

Strategy and Implementation

Understanding DOS’s business and IT requirements allowed us to implement a centralised shared IT resource accessible from anywhere in the world, on any device. This approach was complemented by upgrading their devices, ensuring seamless and secure remote work capabilities. Our comprehensive strategy included several key components:

• Detailed IT Audit: Conducted a thorough audit of DOS’s existing IT setup to identify areas of improvement and to ensure the new IT infrastructure would meet both current and future business needs.
• Infrastructure Modernisation:
  • Upgraded PCs and laptops to the latest versions of Windows, ensuring high-speed operations and enhanced security.
  • Implemented robust cybersecurity measures to protect against data breaches and cyber threats.
• Centralised IT Resources:
  • Deployed a cloud-based server solution to centralise data storage, making it easier for staff to access and share information securely from any location.
  • Integrated cloud-based backups for enhanced data security and disaster recovery capabilities.
• Remote Access Solutions:
  • Enabled VPN access for secure remote connections, allowing staff to work from home, on-site, or when travelling.
  • Implemented two-factor authentication to ensure secure access to the company’s IT resources.
• Staff Training and Support:
  • Conducted comprehensive training sessions for staff to adapt to the new IT systems and remote working tools.
  • Established an ongoing support system, providing staff with access to IT assistance whenever needed.
• Proactive IT Monitoring:
  • Introduced proactive IT monitoring to identify and resolve issues before they could impact the business, ensuring continuous operational efficiency.
  • Utilised remote management tools to perform regular maintenance and updates, minimising downtime.

Results

The transformation led to initial capital savings of £7,084 and a projected 50% energy saving over five years, equating to approximately £1,926. DOS now enjoys enhanced efficiency and the flexibility to work remotely, underpinned by a comprehensive Managed IT support service.

Lessons Learned

This case study underscores the importance of aligning IT infrastructure with business goals to support growth and adaptability. DOS’s transition to a more centralised IT system exemplifies how strategic IT upgrades can drive business efficiency and savings.