IT Support Case Study – Mailcoms Ltd

Mailcoms Ltd Case Study

Our Client

Midlands based ‘Mailcoms’ are the UK’s leading supplier of franking machines, whether bought outright or on a rental basis. By not paying comparison sites for referrals they are able to offer the most competitive prices for their customers as well as providing first class customer service & maintenance.

The ‘Before’ Situation

Due to continued growth and expansion Mailcoms asked us to review all aspects of their ICT services with the aim of improving efficiency across the organisation.

Alongside this Mailcoms wanted a reliable, proactive support contract to help support their IT systems – another priority was a relationship which would help develop an IT strategy for ongoing improvements for the business and a helpdesk for their staff to use and to assist with any IT or desktop issues.

The ‘After’ Situation

Implemented Solutions

Microsoft Office 365

Implementation of Office 365 removed the need for an on-site email server so Mailcoms no longer need to worry about a server to run their email or the risk of it being stolen or facing hardware issues. Office 365 also provides other great features such as :

• a 50GB mailbox – larger than most users will ever need
• access to the full Microsoft Office 2013 suite
• access to email and calendars from anywhere (including tablets and smartphones) for their staff
• ‘web app’ versions of Word, Excel, Powerpoint and Outlook so documents/emails can be viewed and updated from a browser

IT support and 24 x 7 remote monitoring
As part of the IT support agreement, Synium monitor all PCs and servers 24/7 which involves carrying out daily health checks, checking backups, checking antivirus software is up to date, making sure there is adequate disk space and all systems are healthy. This proactive approach greatly reduces the risk of IT problems affecting their business. If things do go awry they are usually detected by the Synium team before any disruption takes place.
A full-time helpdesk is provided for staff to log any IT issues – along with a 24/7 online portal for staff to log or track any calls. We also have the ability to securely connect to employees’ PCs remotely and are therefore able to assist with problems with lightning-quick speed.
Mailcoms therefore have peace of mind knowing all their IT systems are being proactively monitored and if something does go wrong our response times and remote access, ensure issues are resolved as soon as possible.

Managed onsite and offsite Backups
In order to protect Mailcoms’ critical data we implemented our managed online backup service. This service takes a copy of Mailcoms’ essential data and sends it to a remote data centre via their internet connection. In the event of a disaster (such as a fire or a flood), Mailcoms can easily access their data and keep their business operational until the disaster has been resolved.
The backup service also maintains a local copy of the data on a locally stored device for super fast access in the event of a disaster – a belt and braces approach!

Security and Antivirus software
At Synium we always focus on security, so much so we have included our managed antivirus software in Mailcoms’ support contract. This helps keep their IT protected against the endless amount of viruses and malware around today.