Changing IT Providers

This article featured in the May 2011 issue of the Hunter Business Review.

The prospect of changing IT providers can be quite daunting, but there are number of signs to look for that signal it’s time to make the change.

If your current provider doesn't provide proactive advice or take the time to understand your business, it is unlikely they are contributing to your success. Surprise IT bills, little or no communication and the delegation of your relationship to a trainee can also suggest it’s time to move on.

Switching your IT support services to a provider that values your business, offers strategic advice and helps you to achieve your business objectives makes good business sense. Like your accountant or lawyer, your IT provider should work in partnership with your business to reduce costs, increase productivity and improve your bottom-line.

To ensure a seamless transition to your new provider, it is recommended that you gather the following information:

Critical
Passwords - Passwords are required for all secure devices such as servers, desktops, network devices & some applications.

Important
Software Disks & Licenses - Application media is important in the event that a system fails or a new computer needs to be installed. This includes recovery disks for computers, software for business applications and any information relating to license agreements with Microsoft or other software vendors.

Recommended
Hardware and Software Inventory - A list of all hardware and software owned by the business, including purchase dates and warranty information, should be obtained.

Documentation - All documentation for the configuration, installation and maintenance of the system should be collected and stored with your software licenses. This documentation would include the configuration of servers, details of common applications or common support tasks.

Backups - It is essential to know your current back-up procedures, including frequency and media rotation policy.

Scheduled Maintenance - Your new IT provider should be advised of any scheduled daily, weekly or monthly maintenance and the procedures performed as part of this maintenance.

Contact Information - A contact registry of service providers, and the level of service provided, should be maintained. This would generally include your Internet service provider, telephone company, application vendor and web hosting company.

Security & Compliance - Copies of any internal security policies or compliance requirements, as well as any highly confidential folders on your network.

Obtaining this information from your existing provider can be challenging, particularly if they do not maintain up-to-date records. Your new IT provider should be willing to liaise with the outgoing provider on your behalf to obtain the required information.

To ensure the security of your network and files, all system passwords will be changed by your new IT provider as part of the transition process, with remote access restricted for the preceding provider. Generally, there is little requirement for any outage or interruption to users, with any application or server restarts able to occur outside of regular business hours.

Changing IT providers does not need to be costly, complicated or disruptive to your operations. By engaging a provider that understands and responds to your business needs, your business can implement long-term IT strategies that give you a competitive advantage in the marketplace.

Myrtec provide strategic, proactive and business-oriented IT consultation and support services to businesses in the Newcastle and Hunter region. For information: 02 4032 7200 or www.myrtec.com.au.