YOUR FAMILY-OWNED IT & CYBERSECURITY FIRM
Protecting Businesses Since 1994: Case Studies
The Situation: CJBS, LLC | Accounting Industry
CJBS, a leading accounting firm in the northern suburbs of Chicago, had the goal of transitioning their email from an On-Premise Exchange Server to Office 365 Hosted Exchange. This was a “cloud migration” project.
The Challenge
CJBS’ goal was to migrate away from their existing 2007 Microsoft Exchange Server and move all their email services, mailboxes, calendars, contacts and tasks to Microsoft’s Office 365 Hosted Exchange platform.
An added challenge was that CJBS wanted to maintain their internal Active Directory infrastructure, which resulted in the client needing a hybrid Cloud/On-Premise Microsoft scenario.
Some specific obstacles to overcome included:
- Ensuring that all Mailboxes, Emails, Folders, Contacts, Calendars, Tasks and emails that the 50+ users had accumulated over the last 10 years were properly moved into the cloud
- Making the transition smooth, with the cutover taking place on the weekend so that users could come in Monday and be ready to use the new system with little assistance and minimal downtime
- Maintain their internal active directory servers and have it work with the cloud system
- Ensure that their on-premise AD domain worked smoothly with the new cloud email system
- Transition in a way that would allow CJBS to De-commission the Exchange server without losing any data, admin functions or network functionality
The Solution
With the Cloud Email Migration contract in place, LME worked with CJBS staff to formulate a schedule and migration calendar with the result being a 2 week prep with a weekend cutover.
The calendar and successful cutover went as follows:
- LME purchased and setup all of the Office 365 email services ahead of time, verified the CJBS domain, created all the users/groups/public folders in the cloud and did a “pre-migration” move of the bulk of the CJBS’ emails, contacts, calendars, etc.
- Upon confirmation that 90% of on-prem data had been successfully moved to O365, we created documentation explaining to users what was happening, how to remove their old email account, how to create their own O365 passwords, how to add the new email account to phones/computers/outlook and how to reach us in the case of any issues
- With documentation delivered, we did the hard weekend cutover on a Sunday and adjusted MX records, hosted DNS records and re-routed CJBS email to the new cloud system
- Upon confirmation that email was properly routing we ran a final migration and moved all the remaining email data from on the on-prem Exchange server to O365
- By comparing mailbox sizes, we confirmed that all emails, contacts, calendars, etc. had been moved to the cloud and worked on-site the following Monday morning to make sure users were connected to the new system and that all their data was present
- We included 1 week of included support to ensure that all CJBS staff were functioning and had all their items migrated to O365 Hosted Exchange and that no issues had arisen
- We then decommissioned their on-prem Exchange server and confirmed that cloud email and all on-prem data and domain servers still functioned
The Results
With the help of LME, CJBS successfully migrated all of their email data and services from their on-premise Exchange server to Office 365’s Hosted Exchange platform while also maintaining internal Active Directory domain functionality with no lost data and zero downtime.
The Situation: Prairie Contractors, Inc. – General Contractor
Prairie Contactors, a general contractor and construction services company, had the goal of transitioning their IT Services and Tech Management away from break/fix hourly IT Support to Managed IT Services.
The Challenge
Prairie Contractors had gotten into a common scenario of piece meal IT support, where they would call when they had issues. That type of IT delivery had gotten them to a scenario where the client didn’t want to call for tech support because of the associated cost, backups and server updates were neglected, email and other server roles were buggy and creating workflow issues and remote users had difficulty because of a lack of a plan and support. Prairie needed an IT scenario that fit their budget while also converting all of their integral IT needs, which included:
- Ensuring that all Computers, Servers and Networking Devices were updated and kept secure and supported
- Setup spam filtering to reduce spam delivery and less the likelihood of network intrusions via email
- Create a cost effective solution for providing access to necessary IT support by setting up a set monthly for all routing support and maintenance
- Checking on backups and disaster recovery to ensure core business functionality had redundancy and failure alerting
- Maintaining and alerting of their internal active directory server and Exchange server services
- Educate staff on new IT delivery method and simplify access to their tech support
The Solution
With a signed Managed Service Agreement in place, LME worked with Prairie admin staff to formulate a schedule where LME staff could implement Prairie’s new I.T. delivery system. The cutover went as follows:
- LME purchased RMM agents and Anti-Virus licensing for all of the computers and servers
- Purchased and setup cloud spam filtering solution EveryCloud and then made the appropriate hosted DNS changes to have email routed through smarthost
- LME purchased and installed cloud backup for the Prairie servers and configured email alerts to notify necessary staff of backup failures
- Configured alerting to notify relevant staff when internet was down
- Schedule a date when all remote Prairie staff would be in area, and install RMM & AV tools and left a shortcut to the LME helpdesk page on their desktops
- Setup patching schedule with RMM tools to ensure devices remained up to date and setup alerts for devices that were out of date
- Informed users that all IT support was now covered and taught them how to reach out to LME staff for support
- Fixed outstanding network and server issues like Outlook credentials pop-ups and wireless issues so as to leave Prairie in good working around and creating a standard where client now anticipates all I.T. functions to perform as expected
The Results
With the help of LME, Prairie Contractors successfully migrated their IT delivery from a break/fix scenario where many aspects of their network were neglected because of budgetary concerns to a scenario where Prairie has all the integral aspects of their network supported and covered for a reasonable monthly budget
The Situation: Law Office of Alexandra R. McIntosh – Lawyer
Alexandra McIntosh, a San Diego County based Law Firm, had the goal of increasing business by generating more leads and traffic from their website and online presence.
The Challenge
Alexandra’s Law Firm, which focuses on Divorce and Family Law, found our profile on Designrush.com and reached out to us about her challenges generating business via her website. She was using Weebly, a somewhat limited website platform, and was unsure how to properly use the system to generate traffic. Our job was properly set up the text and backend and also review her off-site presence in order to ensure that all aspects of her online presence came together and let potential clients know that she was the right lawyer for them. Our challenges included:
- Setting up SEO on Weebly, a locked down and limited website designing program that does not have the capabilities of WordPress, Joomla or the other major web development systems
- No Keyword Research had been done so we needed to research search traffic patterns in her area and find out what areas of law she could target
- Lot’s of competitive businesses within her a business service area
- Little to no work had been done with her on-page or off-page SEO
- Tracking down login information for the website, business profiles, hosting solutions
- Getting analytics quickly setup and monitored so that we could deliver our client metrics that proved we were accomplishing our goals
- Re-writing and re-organizing almost the whole of the website
The Solution
With a signed SEO Contract in place, we formulated a 2 Month plan to fix her on-site SEO issues while also implementing some key off-site strategies. The SEO project went as follows:
- Researched keyword volumes in her area and gathered information on her law firm’s areas of legal practice
- Implemented Keywords naturally into her headlines and page text
- Add Clicky Web Analytic’s software and monitored traffic patterns
- Added proper titles into images and also added new images
- Cleaned up page structure and design
- Adjusted Website’s title and focused on legal services rather than her founding date and location
- Add page descriptions and proper page titles
- Setup SSL Certificate and directed traffic to HTTPS instead of HTTP
- Added Social Proof and increased the confidence in the brand
- Properly setup Google Business, Bing Business and other directory profiles
- Setup Links to her site in reputable and appropriate websites
The Results
With the help of LME, The Law Office of Alexandra R. McIntosh increased their daily traffic from around 40 to 60 visitors and went from 26 conversions in 10 months to 11 conversions in just under 2 months.
The Situation: Hansen & Cleary Law Firm
Hansen & Cleary, LLC is a boutique law practice focusing on the representation of children and families, individuals with disabilities, medical and mental health professionals, private schools and other non-profit agencies in the greater Chicagoland area and throughout the State of Illinois.
The Challenge
H&C lack preparedness for attaining Cyber Insurance and for properly securing all the sensitive data sent to them for their court cases. With so much personal information being emailed, transferred and shared to H&C they needed to better protection, monitoring and alerting so as to minimize the likelihood of a breach and meet the due diligence requirements of their industry:
- Ensuring that all Computers, Servers and Networking Devices were patched, monitored, secured, backed up, and encrypted
- Secure email, reduce spam delivery, lessen the likelihood of network intrusions via email and provide secure methods for transferring files
- Create policies and disaster recovery plans to ensure core business functionality has redundancy, failure alerting and logging of critical events
- Education and training of staff on new intrusion delivery methods and setup instant alerts for notifications of a breach
The Solution
LME ran a Cybersecurity Risk Assessment on H&C computer and cloud systems and presented H&C with the findings. Due to many gaps in email, data and device security H&C signed Cybersecurity Agreement to have LME implement proactive Cybersecurity services, tools and procedures. The implementation went as follows:
- LME set up RMM agents to manage encryption policies, updating, patching and monitoring of all company computers
- Setup cloud spam filtering solution to route all email through a smart host to scan emails for indications of phishing, viruses and high-risk emails
- Setup Microsoft Defender to alert staff to emails from unknown senders, emails from first time senders, emails with phishing markers and alerts to sign-ins from outside of the country
- Setup 2FA on email, SharePoint and all company cloud systems
- Enabled OneDrive backup of all computers. Setup backups of OneDrive, SharePoint and Email to a replicated backup system
- Configured alerting to notify relevant staff when internet was down
- Setup CATO Cloud Firewall to monitor and log internet traffic for malicious behavior
- Setup SentinelOne Advanced EDR with SOC monitoring so a 24×7 was aware of intrusive behavior
- Disabled Chrome password storing and moved password management to a secure cloud system
- Setup Privilege Access Management software to ensure all software installs went through an approval process
- Informed users that all IT support was now covered and taught them how to reach out to LME staff for support
- Created policies and employee handbook to outline support processes and procedures in the event of a hack
The Results
With the help of LME, Hansen & Cleary successfully implemented a true Cybersecurity stack which greatly minimizes their likelihood of a breach, provides backup and recovery plans and enables them to meet their Cyber insurance mandates. H&C has all the integral aspects of their business operations covered within a reasonable monthly budget
The Situation: Mindstate Design
Mindstate Design is a Y-Combinator startup that is developing a new class of next-gen psychedelic drugs to treat some of humanities most difficult mental disorders.
The Challenge
Mindstate is a growing start-up running headlong into an avalanche of impending IT, Cybersecurity and Compliance requirements that they were unprepared to meet. They housed PHI, medical experiments, provided a treasure trove of un-monitored 3rd party consultants access, and a goal of large angel investments. They brought LME in to secure their investment, prepare them for impending security requirements and provide technical legitimacy to any potential investment audits
The Solution
LME ran a Cybersecurity Risk Assessment on MINDSTATE computers and cloud systems and presented MINDSTATE with the findings. Due to many gaps in email, data and device security MINDSTATE signed Cybersecurity Agreement to have LME implement proactive Cybersecurity services, tools and procedures. The implementation went as follows:
- LME set up RMM agents to manage encryption policies, updating, patching and monitoring of all company computers
- Created employee and consultant handbooks
- Sent out Business Associate Agreements to vendors and consultants
- Setup breach notifications and employee safeguards
- Setup documentation and process and assigned Privacy and Security Officer
- Setup 2FA on all Google Workspace accounts
- Setup 2FA on SharePoint sites and company cloud systems
- Setup Backblaze backup of all full-time employee computers.
- Setup CATO Cloud Firewall to monitor and log internet traffic for malicious behavior
- Setup SentinelOne Advanced mxEDR with SOC monitoring so a 24×7 was aware of intrusive behavior
- Disabled Chrome password storing and moved password management to a secure cloud system
- Setup Privilege Access Management software to ensure all software installs went through an approval process
- Informed users that all IT support was now covered and taught them how to reach out to LME staff for support
- Created policies and employee handbook to outline support processes and procedures in the event of a hack
The Results
With the help of LME, Mindstate has successfully prepared themselves for the Cybersecurity audits that come with large-scale investment. They have IT Support, a Cybersecurity stack and meet stringent HIPAA requirements. They have greatly lowered their likelihood of a breach, have a disaster recovery plan and have secured all the integral aspects of their business operations
The Situation: Dades Accounting
James G. Dades & Co. is a midwestern accounting and CPA firm who have been in business for 25 years. Jim and his employees utilize IT operations that remain mostly un-changed since his founding in the 90’s. His firm is un-prepared for the current Cybersecurity and legal requirements thrust upon him by the FTC and other Pii regulations.
The Challenge
Bring an old-school business into 2024’s miasma of breaches, compliance challenges, and cybersecurity requirements while still providing his staff withsimple and easy to use IT systems
The Solution
LME ran a Cybersecurity Risk Assessment on MINDSTATE computers and cloud systems and presented Jim and his team with the findings. Due to operational gaps with outdated systems, email, data and device security needed a total overhaul. Dades Accounting implemented proactive Cybersecurity services, tools and procedures as follows:
- LME set up RMM agents to manage encryption policies, updating, patching and monitoring of all company computers
- Created employee and consultant handbooks
- Sent out Business Associate Agreements to vendors and consultants
- Setup breach notifications and employee safeguards
- Setup documentation and process and assigned Privacy and Security Officer
- Migrated their on-prem mail server up to Office 365 Hosted Exchange
- Setup 2FA on all email accounts
- Backed up computers to their server
- Setup monitoring of Pii data
- Off-site server backups to a backup server at our colo location
- Updated all operating systems to Windows 11, updated server to Window Server 2022
- Setup CATO Cloud Firewall to monitor and log internet traffic for malicious behavior
- Setup SentinelOne Advanced mxEDR with SOC monitoring so a 24×7 was aware of intrusive behavior
- Disabled Chrome password storing and moved password management to a secure cloud system
- Setup Privilege Access Management software to ensure all software installs went through an approval process
- Created policies and employee handbook to outline support processes and procedures in the event of a hack
The Results
Dades Accounting was reluctant to make any changes to their operations, but recent news articles and the results of a CSRA convinced them to implement more proactive Cybersecurity measures. With the help of LME, Dades Accounting has greatly lowered their likelihood of a breach, implemented a disaster recovery plan and have secured all the integral aspects of their business operations
The Situation: GoHatch Dispensary
Hatch Dispensary has multiple dispensaries in the Chicagoland area. They are a cash business that has two retail stores. Due to state regulations, a reliance on up-time and a concern about staff security, Hatch decided to update their Cybersecurity standards by employing LME Services.
The Challenge
Create a Cybersecurity solution that does not hinder retail employees, secures their income, maximizes uptime, ensures POS reliability, and protects their customers and staff
The Solution
LME ran a Cybersecurity Risk Assessment on Hatch computers and cloud systems and presented the team with their findings. Due to operational gaps with insecure POS systems, email, SharePoint data and employee devices they needed upgrades across many fronts. Hatch implemented proactive Cybersecurity services, tools and procedures as follows:
- LME set up RMM agents to manage encryption policies, updating, patching and monitoring of all company computers
- Created employee and consultant handbooks
- Sent out Business Associate Agreements to vendors and consultants
- Setup breach notifications and employee safeguards
- Setup documentation and process and assigned Privacy and Security Officer
- Setup 2FA on all email accounts
- Setup monitoring of Pii data
- Setup secure Wifi6 network
- Setup CATO Cloud Firewall to monitor and log internet traffic for malicious behavior
- Setup SentinelOne Advanced mxEDR with SOC monitoring so a 24×7 was aware of intrusive behavior
- Disabled Chrome password storing and moved password management to a secure cloud system
- Setup Privilege Access Management software to ensure all software installs went through an approval process
- Created policies and employee handbook to outline support processes and procedures in the event of a hack
The Results
Hatch Dispensary was reluctant to make any changes to their operations due to fears of inhibiting their workforce, but recent news articles and the results of a CSRA convinced them to implement more proactive Cybersecurity measures. With the help of LME, Hatch has greatly lowered their likelihood of a breach, implemented a disaster recovery plan and have secured all the integral aspects of their business operations
The Situation: Northwest Contractors
Northwest Contractors is a general contracting firm whose IT operations had been neglected by their previous IT provider. They had old servers, limited remote access, old computers and communication systems
The Challenge
Update the operations for NCI, make remote life easier, move systems to the cloud, update their computers, email and network and increase productivity.
The Solution
LME assessed the current operations of NCI and decided upon implementing an Office 365 stack, new VOIP phones, better Wi-Fi and increased access for remote workers. LME implemented these upgrades to modernize their operations:
- LME set up RMM agents to manage encryption policies, updating, patching and monitoring of all company computers
- Migrated data from servers to SharePoint
- Set up new laptops with docking stations and dual monitors
- Setup OneDrive backup on computers
- Connected laptops to Office 365 SharePoint cloud
- Setup 2FA on all email accounts
- Installed Meraki Wi-Fi with Office and Guest network
- Migrated to VOIP 3CX Phone System
- Upgraded Firewall to Cisco MX75 with packet monitoring
- Purchased and setup backup internet
- Setup SentinelOne Advanced mxEDR with SOC monitoring so a 24×7 was aware of intrusive behavior
- Disabled Chrome password storing and moved password management to a secure cloud system
- Setup Privilege Access Management software to ensure all software installs went through an approval process
- Created policies and employee handbook to outline support processes and procedures in the event of a hack
The Results
Northwest Contractors was thrilled with the simplified results of their operations. All their data and systems were now fully accessible from any location. With docking stations and laptops, staff and workers could now communicate and share data from anywhere. We reduced maintenance costs by removing servers and backup services and increased security by removing their domain controller and setting each device to be standalone. Northwest Contractors now have a modern and secure IT infrastructure
The Situation: Hayes Properties
Hayes Properties is a property management company whose IT operations had been neglected by their previous IT provider. They had old servers, limited remote access, old computers and communication systems
The Challenge
Update the operations for Hayes, make remote life easier, move systems to the cloud, update their computers, email and network and increase productivity.
The Solution
LME assessed the current operations of Hayes Properties and decided upon implementing an Office 365 stack, new VOIP phones, better Wi-Fi and increased access for remote workers. LME implemented these upgrades to modernize their operations:
- LME set up RMM agents to manage encryption policies, updating, patching and monitoring of all company computers
- Migrated data from servers to SharePoint
- Set up new laptops with docking stations and dual monitors
- Setup OneDrive backup on computers
- Connected laptops to Office 365 SharePoint cloud
- Setup 2FA on all email accounts
- Installed Meraki Wi-Fi with Office and Guest network
- Migrated to VOIP 3CX Phone System
- Upgraded Firewall to Cisco MX75 with packet monitoring
- Purchased and setup backup internet
- Setup SentinelOne Advanced mxEDR with SOC monitoring so a 24×7 was aware of intrusive behavior
- Disabled Chrome password storing and moved password management to a secure cloud system
- Setup Privilege Access Management software to ensure all software installs went through an approval process
- Created policies and employee handbook to outline support processes and procedures in the event of a hack
The Results
Hayes Properties were thrilled with the simplified results of their operations. All their data and systems were now fully accessible from any location. With docking stations and laptops, staff and workers could now communicate and share data from anywhere. We reduced maintenance costs by removing servers and backup services and increased security by removing their domain controller and setting each device to be standalone. Hayes Properties now have a modern and secure IT infrastructure
