Case study

Primary school cloud migration

From single point of failure to secure, cloud-first learning

  • Client a large primary school in Oxfordshire
  • Industry education
  • Services delivered cloud migration, Microsoft 365 licensing, device deployment, cyber security, and printing integration

Client overview

A large primary school in Oxfordshire was relying on an ageing on-site server system, leaving it vulnerable to downtime and disruption. Like many schools, all their computers were domain-based, with everything running through a single server. If that server failed, teachers couldn't log in, files became inaccessible, and the entire system ground to a halt - a classic single point of failure.

The challenge

  • Outdated infrastructure: The school's server was still in use for file storage and access, despite efforts to move away from the old system.
  • Single point of failure: No redundancy meant that any server issue could halt teaching and administration.
  • Escalating costs: Ongoing licensing fees, hardware upgrades, and maintenance for remote access were adding up.
  • Security risks: Supporting remote work brought additional security and support headaches.

Our approach

Ask4Support stepped in to help the school transition to a modern, resilient IT environment. We understand that while shifting to the cloud can feel daunting, the long-term gains are huge: smoother systems, fewer risks, and lower costs. We didn't just migrate data - we transformed the school's digital foundation.

Step 1: Deep Discovery

  • Assessed the existing IT landscape, identifying pain points and operational needs.
  • Engaged with school leadership and staff to understand day-to-day challenges.

Step 2: Structured Migration to Microsoft 365

  • Microsoft 365 licensing and organisational structure: Organised licensing and access levels for efficient management via the Microsoft 365 admin portal.
  • Data migration and collaboration: Partnered with RM to integrate Microsoft with RM Unify and migrate essential data securely.
  • User and file transfer: Migrated all staff, teachers, assistants, and students to Microsoft 365, transferring departmental and individual file storage to SharePoint Online.
  • Device preparation and deployment: Reimaged all laptops, backed up data, and linked devices to Microsoft tenancy - completed over the summer holidays to minimise disruption.
  • Security and access policies: Established granular permissions to protect sensitive data (e.g., payroll documents restricted to authorised users).
  • Printer integration: Rolled out Papercut Hive for cloud-based printing, enabling centralised management and automated supply reordering for cost savings.
  • Cybersecurity enhancements: Reduced ransomware risk with Microsoft's built-in virus protection and automated backups for extra security layers.

Technical implementation

  • Decommissioned the ageing on-site server, eliminating hardware dependency.
  • Seamlessly migrated all user accounts and files to Microsoft 365 and SharePoint Online.
  • Integrated Smoothwall for proactive safeguarding and compliance monitoring.
  • Deployed Papercut Hive for secure, cloud-based printing and centralised management.

The results

Metric
Before Ask4Support
After Ask4Support
Server Dependency
Ageing, single point of failure
Fully cloud-based, no hardware reliance
Access & Flexibility
On-site only, limited remote access
Secure, flexible access from anywhere
Security & Compliance
Basic, high risk
Enhanced, with proactive safeguarding
Printing
Traditional, costly, manual management
Cloud-based, automated, cost-effective
Support Model
Reactive, fragmented
Proactive, ongoing, expert-led

Key highlights

  • No more costly, space-consuming servers requiring replacement every 5-7 years.
  • Staff can securely access files from anywhere, supporting remote teaching and admin work.
  • Enhanced cybersecurity and compliance with Smoothwall integration for proactive safeguarding alerts.
  • Cloud printing reduced unnecessary costs and improved budget predictability.
  • Device renewal is faster and more efficient, minimising downtime.
  • Staff returned in September to fully operational systems, supported by on-site training and troubleshooting.
What our client had to say

“Ask4Support made what seemed like a daunting migration completely seamless. Our systems are now secure, cost-effective, and future-ready. The team were professional, proactive, and always available when we needed them.”

Our values in action

Human-centred

We listened to both leadership and staff to design solutions that worked for everyone.

Curiosity and care

We mapped out every detail, from device setup to safeguarding, to ensure nothing was overlooked.

Trust through action

Our team managed every aspect of the migration, providing calm, expert support under pressure.

Get in touch today

Find out how we could improve your IT, cyber security and use of technology

Get in touch with our team, based in Oxfordshire, today to discuss our managed IT, cyber security, and technology services by calling +44 1491 712 344 or emailing [email protected]. You can also contact our team by completing the form below.

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