Beritaz Care, http://www.beritazcare.co.uk, is a family-owned group of nursing and residential care homes, serving older people in Surrey, Hampshire and Dorset, providing specialist care for those with Alzheimer’s and dementia and other specialities.
They were running a central email system and a central file-sharing system from a Small Business Server installed at the Head Office, but the server was reaching the end of its life and the business had to determine whether to continue with the costs of upgrading and supporting a new central server.
Chris Whittell, Beritaz IT Manager, had determined that in fact a cloud-based solution using Microsoft Office 365 would provide Beritaz with the best mix of cost effectiveness, ease of access across their multiple sites and total cost of ownership.
However, Beritaz had concerns over the volume of data to be migrated to Office 365 while retaining future auditability requirements for inspections by the Care Quality Commission (CQC) and were unsure about how to approach the email migration aspects of the project, especially as most of the key users of the system were extremely busy.
Rex was able to call upon their extensive expertise in SharePoint and Office 365 to advise as to how to perform the file migration without additional expenditure on expensive file migration tools along with a step-by- step plan to allow pilot users to try out all the email features before the final migration of all users.
In order to make it as easy as possible for users to adjust to the new system, Rex provided assistance setting up access to the migrated files via drive mappings that users felt were familiar, with plans in the future to transition users gradually towards using their browsers for access to their files in the cloud.
The file migration was performed on a stage-by- stage basis and revealed a large amount of data that was redundant and needed to be cleaned up, which was performed as part of the migration activity.
The final switch to using Office 365 for email was performed in a day and users were able to continue using their familiar Microsoft Outlook email program with minimal interruption and with full access to all of their old emails in the new system.
Running operations across multiple sites for a relatively small company like Beritaz is a challenge and this care home provider is now able to run their email and central file store without the operational issues and costs associated with the old server.
However, the journey is not yet complete. Beritaz sees Office 365 as a launchpad to enable them to implement the power of SharePoint across the company via Office 365, which had previously been difficult to achieve with their old system, so they are looking forward to many future improvements in their business processes.
Rex is often associated with working with large, multinational companies but this project is an example of how Rex can also work well with smaller companies to deliver solutions that are appropriate in their scale and level of complexity.
“Rex provided us with a clear set of implementation steps to work through and assisted us ably at all the points where we requested help.”
Chris Whittell, IT Manager, Beritaz Care