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Case Study:

Seamless Migration from On-Premises Mail Server to Microsoft 365 – A Leeds-Based Law Firm’s Success Story

Case Study

Leading law firm in Leeds

A leading law firm in Leeds, with circa 65 staff members, faced growing challenges with their aging on-premises Exchange Server. Frequent downtime, security concerns, and limited remote access were affecting productivity and client communications.  The firm benefited from forward-thinking management who recognised the problem and in fact, this was a key driver in Nemark’s appointment to assist them move to Microsoft 365-based solution.

Prior to the move - Challenges Faced

  1. Frequent Downtime & Reliability Issues

    The aging mail server experienced frequent crashes, leading to delays in critical client communications.

  2. Security & Compliance Risks

    Data security was a concern, with increasing threats from phishing, ransomware, and GDPR compliance requirements. This was made worse by the server’s instability, making the application of updates more problematic.

  3. Limited Remote Access 

    Solicitors working remotely or in court had difficulty accessing emails efficiently with frequent “drop-outs” and handshaking issues between the end-user equipment and the on-premises Exchange Server.

  4. High Maintenance Costs

    The in-house server required a disproportionate amount of ongoing maintenance – failed software updates requiring additional engineering effort. Further, the firm was facing a large capital outlay to replace the server if they wanted to stay with the on-premises solution.

  5. Storage Limitations

    Staff frequently encountered email storage limits, leading to time-consuming archiving and deletions.

The Solution:

Migration to Microsoft 365

With typical careful planning, Nemark executed a seamless migration to Microsoft 365 Exchange Online, delivering the move with near-zero downtime and no loss of email. Our process included:

  • Pre-Migration Planning – A full audit of existing emails, security policies, and mailbox structures to allow an equivalent environment to be set up within Microsoft 365. This stage also included questions relating to whether all mailboxes / distribution groups / aliases etc. were needed so that investment was not wasting moving legacy, unused functionality.
  • Secure Data Transfer – Ensuring all emails, attachments, and calendars were moved safely without disruption or interception.
  • User Training & Support – Staff were provided with hands-on training and post-migration IT support as necessary. In reality, and because this was so carefully planned, such training was virtually non-existent as users could barely tell the difference, barring the last point below.
  • Advanced Security Implementation – Multi-Factor Authentication (MFA), anti-phishing filters, and encryption were set up to enhance security.

Aftermath – How has this client benefited since implementation?

  1. Enhanced Reliability & Uptime

    With Microsoft’s cloud infrastructure, the firm now benefits from 99.9% uptime, almost completely eliminating previous server issues.

  2. Strong Security & Compliance

    Advanced security features like MFA, data encryption, and AI-powered threat detection ensure their full compliance with GDPR and SRA regulations.

  3. Seamless Remote Access

    Solicitors and associates can now securely access their emails on any enabled device, from any location, without the previous connectivity issues they experienced.

  4. Lower IT Costs

    Factoring in a 3-year TCO (Total Cost Of Ownership) and taking into account the hugely reduced labour required to maintain the system, the client has derived lower costs via Microsoft 365 and its predictable subscription model.

  5. Unlimited Scalability

    As the firm grows, adding new users and increasing storage capacity is quick and effortless.

  6. Improved Collaboration

    With seamless integration into Microsoft Teams, SharePoint, and OneDrive, document sharing and teamwork are now more efficient and homogenous.

  7. Automatic Updates & Backups

    No need to manually update software—Microsoft 365 ensures all security patches and upgrades happen automatically.

  8. Advanced Email Management

    Features like shared mailboxes, legal hold, and retention policies ensure compliance and organisation.

  9. Better Disaster Recovery

    With cloud-based redundancy, emails are always backed up, eliminating data loss risks.

  10. User-Friendly Experience

    Employees now enjoy a modern, intuitive email interface that enhances productivity.

Client Review

We’re so glad we moved to 365. The previous server was old IT were asking us for approval to replace it but, having investigated the benefits of 365 we decided that was the right way for us to go. Nemark made it so easy and clear. We were appointed a Project Manager who provided clear feedback throughout the process. We would recommend 365 and in particular, Nemark, without hesitation. Leeds-Based Law Firm

Case Study

Conclusion

By transitioning to Microsoft 365 Hosted Mail, this Leeds-based law firm has transformed its email infrastructure, benefiting from increased security, reliability, and productivity. The move has future-proofed their communications, enabling their team to work efficiently—whether in the office, in court, or remotely.

If your business is considering moving to Microsoft 365, Nemark is here to help.  Contact us today to discuss how we can modernise your IT environment.

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