Client Overview

Company: Chirag Shah & Associates
Industry: Accounting
Users Supported: 18

Chirag Shah & Associates is a respected and long-established accounting firm in India, known for its trusted client relationships and high-quality service. The firm had been using a local file-sharing setup with a desktop-class machine acting as a server, accessed via LAN and Wi-Fi. Email communication was managed through a single shared account, and while the setup had supported their needs for several years, growing operational demands made it clear that a more scalable, secure, and collaborative solution was needed.

---

 

The Challenge

As the firm prepared to modernize its operations, several key challenges came into focus:

• • Risk of data loss: Data (approx. 410 GB) was stored on a single desktop running Windows 11, with no formal backup in place — creating potential for data loss from hardware failure, theft, or damage.

• • Limited user accountability: There was no Active Directory or audit tracking. File access was shared, and it wasn’t possible to track who made specific changes.

• • No remote access: Users had to be physically present in the office to access files, limiting flexibility and efficiency.

• • No version control: If a file was overwritten or changed by mistake, there was no way to revert to a previous version.

• • Single shared email account: All communication was handled from one account, making it difficult to manage, audit, or separate correspondence.

• • No access control for departing staff: There was no efficient way to restrict access when employees left the organization.

---

 

The Solution

Cowboy IT proposed and implemented a full transition to Microsoft 365, introducing cloud storage, personalized email, access control, and modern collaboration tools.

Migration & Setup

• • Migrated ~410 GB of company data to two SharePoint sites structured based on internal departments, with customized permissions.

• • Provisioned Microsoft 365 accounts for all 18 users with Multi-Factor Authentication (MFA) enabled for security.

• • Enabled file versioning, audit logging, and permissions-based access control.

• • Set up OneDrive sync on all user machines (optional for offline access).

• • Configured backup coverage via Microsoft’s 14-day self-restore and broader cloud redundancy.

Email & Communication

• • Created individual Outlook email accounts for every employee.

• • Implemented DKIM and DMARC DNS records to improve email deliverability and reduce spoofing.

• • Set up an Exchange warning banner for external emails:
    “This message has originated from an External Source. Please use proper judgement and caution when opening attachments, clicking links, or responding.”

• • Introduced Microsoft Teams for internal messaging, meetings, and collaboration.

• • Configured distribution groups and shared mailboxes for team-based communication.

Training & Enablement

• • Delivered live training sessions for:
    
    • • SharePoint file usage and collaboration
    • • Email and Teams basics
    • • Reviewing audit logs on Microsoft 365 Admin Center and Azure
    • • External sharing and file recovery

• • Provided recorded videos, step-by-step documentation, and Q&A sessions to ensure smooth onboarding.

• • Trained senior partners on how to contact Microsoft support when necessary.

---

 

Challenges & Workarounds

Challenge	Resolution
Low system specs on source server	Used a higher-powered device for the migration task
Slow internet during migration	Scheduled off-hours migration windows
OneDrive sync delays on older machines	Deferred OneDrive sync setup on select devices
Learning curve with Microsoft 365	Addressed through hands-on training and follow-up sessions

---

 

Added Value

• • Tenant-wide MFA for enhanced security

• • Email security policies (SPF, DKIM, DMARC) properly configured

• • Audit logging for file access and user activities

• • Warning banners for all incoming external emails

• • User empowerment through knowledge transfer and support readiness

---

 

Results

Before	After
Shared drive, no tracking	Secure SharePoint with logging and versioning
Single email for all staff	Personalized Outlook accounts with MFA
No remote access	Cloud-based access from anywhere
Manual collaboration	Real-time document co-authoring and Teams meetings
No control after staff exit	Instant offboarding via M365 admin portal