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Customer Story

System Hygienics: Cleaner Air Through IT Modernisation


How Vivid Adapt partnered with the UK’s leading ventilation hygiene specialist to execute a complex IT demerger, modernise infrastructure via Microsoft SharePoint, and establish a robust, “expert-first” managed workplace.

Established in 1993, System Hygienics operates at the absolute forefront of the UK building compliance industry. Tasked with ensuring that commercial properties, critical healthcare facilities, and educational institutions meet rigorous legal standards, the company specialises in comprehensive ventilation cleaning, fire damper testing, and indoor air quality monitoring.

Operating under strict regulatory frameworks, such as the BESA TR19® standards and BS9999, System Hygienics’ nationwide team of field engineers relies heavily on capturing real-time, highly accurate diagnostic data and high-resolution photographic evidence.


Recently transitioning to a fully independent entity following a corporate spin-off, System Hygienics required a dynamic, highly secure, and agile technological foundation to support its ambitious growth plans. In an industry where verifiable data consistency is the bedrock of legal compliance and public health, the reliability of their underlying IT infrastructure is fundamentally linked to their commercial success.

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Operational Excellence Powered by Strategic IT Optimisation

Summary

  • Successfully decoupled the organisation from unsupported legacy group infrastructure, establishing a fully independent, agile IT estate prepped for transition to Microsoft Azure
  • Migrated complex file server architectures to Microsoft SharePoint, eradicating data silos and ensuring flawless, real-time collaboration for nationwide engineering teams.
  • Engineered a robust cyber security perimeter featuring advanced email protection and immutable backups, ensuring total readiness for the stringent Cyber Essentials Plus certification.
  • Implemented a unique “expert-first” managed service model, providing direct access to 3rd-level engineers and resolving 99% of user requests within the first hour.

The Challenge

For a nationwide compliance firm operating at the forefront of ventilation and fire safety, the ability to rapidly capture, synchronise, and process complex field data represents the core mechanism of their service delivery. The consistency and absolute protection of this data are paramount.

System Hygienics recently navigated a major corporate structural shift, spinning off from a larger group of companies to operate as a highly ambitious independent entity. During this critical transition, they faced a severe technological vacuum. The legacy group IT department was structurally unequipped to provide the required services or strategic focus to the newly independent organisation, resulting in almost non-existent IT support.

Crucially, the technological inheritance was in a critically poor state. The business was tethered to antiquated on-premises data centres and legacy Active Directory systems. This deteriorating infrastructure was actively jeopardising data consistency, creating severe operational bottlenecks for field engineers, and threatening the precise regulatory reporting required by their clients. System Hygienics urgently required a total redesign of their IT services and a clear, actionable roadmap to modernisation. 

The Solution

Vivid Adapt initiated the partnership by deploying their comprehensive IT Services Roadmap consultancy. Rather than applying reactive patches to failing systems, Vivid Adapt architected a strategic pipeline of projects designed to entirely transform the IT infrastructure, laying the vital groundwork for a future-state transition to Microsoft Azure.

To arrest the immediate infrastructural decline and permanently restore data consistency, Vivid Adapt executed a rapid severance of all legacy dependencies. By migrating the on-premises file servers directly to Microsoft SharePoint, they empowered remote engineers with seamless, highly secure data access and eliminated version control conflicts. Concurrently, a rigorous audit of the application portfolio allowed the technical team to sever all remaining ties to the old domain controllers’ Active Directory authentication.

Crucially, Vivid Adapt enveloped this massive technological overhaul in their unique “expert-first” support model. By deploying a senior 3rd-level engineer as the primary focal point for all IT interactions, Vivid Adapt ensured that 99% of user requests were resolved on the initial call or within the first hour. This immediate, high-level support eradicated technical friction and rebuilt deep user confidence across the organisation.

Following the successful stabilisation of the core infrastructure, Vivid Adapt pivoted strategically to prioritise the organisation’s defensive posture. A series of targeted security projects were launched, encompassing advanced Email Protection, comprehensive Backups, and deep Data Resilience, ultimately preparing System Hygienics for the highly stringent Cyber Essentials Plus certification.

“Before we partnered with Vivid Adapt, IT was always a difficult challenge – something we only dealt with when it broke. As we began to scale, the lack of a strategic roadmap became a major liability. Vivid Adapt didn’t just fix our immediate issues; they provided the long-term vision we needed to modernise our infrastructure and cyber security requirements via Cyber Essentials. Since they took over, our team’s productivity at System Hygienics has soared, and I no longer worry about whether our systems can handle our next phase of growth. Vivid Adapt’s strategic advisory and cost-optimised approach to IT has become a critical part of our leadership team’s decision making.”

Mark Poultney, Owner & Managing Director

System Hygienics is a market-leading provider of ventilation, air quality, and fire safety compliance services across the UK, dedicated to ensuring healthy and safe indoor environments for commercial and public sector facilities.


What we did

Fully Managed IT IT Services Roadmap On-prem to SharePoint + Azure Expert-First IT Support Model Compliance Enablement (Cyber Essentials Plus)

Industry

Customer stories

“As a financial services firm, system reliability and cost control are fundamental to our operations. Before working with Vivid Adapt, our IT approach was largely reactive, with inconsistent costs and limited visibility into long-term planning. Since partnering with them, we’ve adopted a more strategic and proactive model that has brought stability to our IT environment, reduced operational risk, and delivered much greater predictability over spend – helping us avoid the kinds of disruptions that can carry serious financial and reputational consequences in our sector. Vivid Adapt has also strengthened our internal capabilities by streamlining our Azure infrastructure, enhancing our network and security posture, and providing continuous support alongside advanced threat management. Their input goes well beyond day-to-day support; they actively help us make better-informed decisions around performance, security, and cost efficiency. What truly sets them apart is their responsiveness and depth of expertise – direct access to senior engineers from the outset, combined with their ability to deliver quickly and effectively, makes them a trusted extension of our team.”

Alex Viktorov, IT Director

“Before we partnered with Vivid Adapt, IT was always a difficult challenge – something we only dealt with when it broke. As we began to scale, the lack of a strategic roadmap became a major liability. Vivid Adapt didn't just fix our immediate issues; they provided the long-term vision we needed to modernise our infrastructure and cyber security requirements via Cyber Essentials. Since they took over, our team's productivity at System Hygienics has soared, and I no longer worry about whether our systems can handle our next phase of growth. Vivid Adapt's strategic advisory and cost-optimised approach to IT has become a critical part of our leadership team's decision making.”

Mark Poultney, Owner & Managing Director

“We engaged Vivid Adapt to extend our internal know‑how, and the quality of service has been exceptional. They simplified our MDR security operations and integrations, giving us round‑the‑clock peace of mind. Beyond day‑to‑day support and Veeam backup engineering and management, their expert guidance was instrumental in helping us secure our Cyber Essentials Plus accreditation. I highly recommend them for their speed of delivery and technical expertise, and you won’t find their approach to IT service management anywhere else with access to high‑level engineers from the first call.”

Karl Proctor, IT Manager

“We engaged Vivid Adapt to extend our internal technical capabilities, and the quality of service has been exceptional. They conducted a security audit of our Microsoft 365 environment and established a continuous Managed Service Agreement for our network equipment, providing us with consistent reliability and peace of mind. Their team was instrumental in reorganising and reimplementing our on‑site infrastructure and backup systems, ensuring our operations are now both secure and resilient. I highly recommend them for their speed of delivery and technical expertise — their approach to IT service management is unique, providing direct access to high‑level engineers from the very first call.”

Myles Kingsnorth, IT Manager

“We view Vivid Adapt as a strategic partner rather than just an IT vendor. Their speed of delivery and service quality are top‑notch, and the collaborative approach with our leadership is what sets them apart. They understand our operations and proactively offer solutions that improve our business efficiency.”

James Fay, Founding Partner

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