Upgrading the research agency from static on-premise systems to a secure, scalable Microsoft 365 cloud environment.
View Case StudySimpson & Brown
Transforming the conservation architects from a bloated on-premise mail server to a cloud-first workspace with instant, searchable project communications.
Overview
Edinburgh Based Architectural Firm
Simpson & Brown is a renowned architectural firm based in Edinburgh, specializing in conservation and high-quality new constructions.
Their projects span historic buildings to contemporary structures across the UK and internationally, supported by a dedicated team of architects and administrative staff.
The Challenge
Simpson & Brown’s reliance on public folders within their legacy Exchange server had reached a critical point—nearing 1TB in size. This caused delays in accessing critical communications, strained internal resources, and led to inconsistent backups and performance issues. As project data is often embedded in email threads and file attachments, productivity was being impacted across multiple departments.
With ongoing deadlines and regulatory requirements around document retention and traceability, they needed a more modern, resilient, and scalable system—without disrupting daily operations or compromising data integrity.
The Solution
Certum migrated the firm to Microsoft 365 Business Premium, providing them with a cloud-based productivity suite offering enhanced collaboration, security, and flexibility. Key public folder structures were replicated in SharePoint Online to preserve workflows while enabling document versioning, secure access controls, and improved search capabilities.
To handle their email-heavy workflows, Certum also deployed Ideagen Mail Manager, integrating seamlessly into Outlook and simplifying the filing and retrieval of project-related communications. The new environment allowed users to access the tools they needed from any location with secure, synchronised access across devices.
The Results
The firm’s move to Microsoft 365 dramatically improved system reliability and end-user experience. Server issues and performance lags were eliminated, while SharePoint delivered faster access to files and streamlined project collaboration. Mail Manager reduced email clutter, ensured auditability, and allowed staff to quickly find historical communications during audits or client queries.
With improved access controls and backup resilience, Simpson & Brown enhanced both operational continuity and data governance. The transition was executed with minimal disruption, empowering the team with tools that supported both their heritage preservation mission and modern project delivery needs.
Certum have been instrumental in bringing West Coast’s IT up to date so we can offer our customers the best possible service. They have given us confidence with their proactive approach ensuring problems are dealt with quickly and efficiently, sometimes even before we know about them. From initial contact with Brian to on boarding and migration with Gavin and the guys on the service desk nothing has been too much trouble.
Lesley Breen
Operations Manager
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