Technology has become a crucial element for success, efficiency, and security. Hallmark Whatley Hulme (HWH), Worcester’s oldest law firm with roots dating back to 1790, realised this in 2015 when their outdated IT systems began to hinder operations and stifle growth. With multiple suppliers for various services, a lack of remote access, and unreliable infrastructure, HWH Law knew they needed a comprehensive solution to modernise their operations. Enter EBC Group.
The Challenge
Challenges at a Glance
Evolving Cybersecurity Threats: The cyber landscape has become more complex and challenging since HWH Law first obtained Cyber Essentials certification in 2014.
Regulatory Compliance: The Solicitors Regulation Authority (SRA) requires law firms to safeguard client money and assets, increasing the importance of a robust IT strategy.
Risk of Cybercrime: Handling sensitive client data makes HWH Law an attractive target for cybercriminals, necessitating stronger security measures.
Need for Comprehensive IT Strategy: To address emerging threats, HWH Law required a comprehensive and resilient IT strategy, including both hardware and software upgrades.
Ongoing Staff Training: Continuous staff training and awareness initiatives were crucial to maintaining a strong defense against cyber risks.
The Challenge: Outdated IT Systems and Growing Cybersecurity Concerns
By 2015, HWH Law faced significant challenges with their aging IT systems. The firm’s existing setup was not only unreliable but also lacked the flexibility and security required to meet the demands of a modern legal practice. With no remote access capabilities and high costs associated with managing multiple suppliers, the inefficiencies were glaring. Moreover, as cyber threats became increasingly sophisticated, the firm recognised the urgent need to bolster their cybersecurity measures to protect sensitive client data and comply with regulatory requirements.
HWH Law had already been proactive about cybersecurity, obtaining Cyber Essentials certification in 2014. However, the evolving threat landscape necessitated a more robust and adaptable IT strategy. The Solicitors Regulation Authority (SRA) Code of Conduct mandates the safeguarding of client assets, making it imperative for HWH Law to strengthen their defences against potential cyber-attacks.
The Solution
Solutions at a Glance
On-Site Assessments: EBC Group conducted detailed on-site visits to understand HWH Law's specific needs and challenges.
In-Depth Service Report: A comprehensive service report identified areas for improvement and potential cost savings.
Cost-Saving Opportunities: Significant savings were identified, allowing reinvestment into other critical areas of the business.
Mail and Firewall Upgrades: New mail and firewall defences were implemented, requiring investment in new servers and enhancing security.
Data Centre Migration: Complete migration to EBC Group’s data centre improved security and performance.
Managed Services Adoption: HWH Law invested in new print and telephony environments, streamlining operations and increasing efficiency.
Scalable IT System: EBC Group delivered a scalable IT system, featuring advanced backup and disaster recovery solutions, a remote desktop environment, and VoIP capabilities.
Virtual Backup and Disaster Recovery: State-of-the-art virtual backups were replicated at EBC Group’s data centre, enhancing security and peace of mind.
Remote Desktop Environment: A new remote desktop environment provided flexibility, allowing seamless operation for remote users.
Leased Line Implementation: A new leased line connected directly to EBC Group’s private cloud, enabling VoIP and improving communication infrastructure.
Future-Proof IT Infrastructure: The upgraded IT system positioned HWH Law for improved operational efficiency and future growth.
The Solution: A Comprehensive IT Overhaul by EBC Group
HWH Law decided to partner with EBC Group, a trusted IT provider with whom they already had a strong working relationship through managed print services. After a thorough evaluation of potential suppliers, HWH Law concluded that EBC Group’s expertise and comprehensive service offerings made them the ideal partner for this critical IT transformation.
EBC Group began the project with on-site visits to thoroughly assess HWH Law's needs and challenges. These visits led to a detailed service report and commercial summary, which identified key areas for improvement and potential cost savings. The proposed solution was a complete overhaul of HWH Law's IT infrastructure, which included:
New Mail and Firewall Defences: EBC Group implemented enhanced security measures, including new servers and a migration to their secure data centre.
Virtual Backup and Disaster Recovery: The new system included state-of-the-art virtual backups replicated at EBC Group’s data centre, providing HWH Law with peace of mind knowing their data was secure.
Remote Desktop Environment: This new setup allowed HWH Law's employees to work seamlessly from any location, significantly improving flexibility and efficiency.
Leased Line for Enhanced Connectivity: A new leased line was installed, connecting directly to EBC Group’s private cloud, which facilitated the implementation of Voice over IP (VoIP) and further enhanced the firm’s communication infrastructure.
These upgrades not only improved the firm’s operational efficiency but also positioned them for future growth, ensuring that their IT systems could scale as needed.
The Implementation: A Smooth Transition with Minimal Disruption
The implementation of the new IT system took place in January 2024, with EBC Group ensuring that the transition was smooth and caused minimal disruption to HWH Law's daily operations. Key to the project’s success was clear communication between all parties, which allowed for a seamless upgrade.
In addition to the technical improvements, EBC Group also provided comprehensive cybersecurity training for all HWH Law staff, further reinforcing the firm’s defences against potential threats. This training included an email campaign to raise awareness of vulnerabilities and ensure that staff were equipped to handle potential cyber risks.
The Outcome: Enhanced Security and Efficiency
Since the upgrade, HWH Law have experienced significant improvements in both their security posture and operational efficiency. The new system operates seamlessly in the background, allowing the firm to focus on their primary goal: practicing law. Despite the increasing frequency of cyber-attacks and software failures on a global scale, HWH Law has remained well-protected, thanks to the robust solutions provided by EBC Group.
In October 2023, HWH Law conducted a review of their IT strategy with EBC Group, identifying further areas for improvement and cost-saving opportunities. This collaborative approach ensured that the firm remained at the forefront of cybersecurity and IT innovation.
A Trusted Partnership Built on Mutual Respect
HWH Law’s long-standing relationship with EBC Group has been built on trust and mutual respect. EBC Group’s deep understanding of the firm’s business needs and their ability to provide clear, actionable advice has been invaluable. Their ongoing support has allowed HWH Law to focus on their core business, confident that their IT environment is secure and well-managed.
Looking ahead, HWH Law plans to continue working with EBC Group as they transition to a cloud-based legal management software solution in the next two years. This continued partnership will ensure that the firm remains agile, secure, and ready to face the challenges of the future.
A Strong Recommendation for Legal Firms Facing Similar Challenges
HWH Law highly recommend EBC Group to any law firm looking to address IT challenges, particularly in the realm of cybersecurity. The team at EBC Group is approachable, professional, and dedicated to providing solutions that are both effective and cost-efficient. For legal firms seeking to enhance their IT infrastructure and security, EBC Group is a partner that can be trusted to deliver results.
By choosing EBC Group as their IT partner, Hallmark Whatley Hulme Solicitors have not only resolved their immediate IT challenges but have also positioned themselves for future success, all while ensuring the highest levels of security and operational efficiency.
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