The one issue no business wants to face is a cyber security breach. And when Cheltenham-headquartered Saracen Care contacted managed service provider ReformIT for a full review of its IT system, the firm quickly identified several vulnerable areas to update, before any such breaches could occur.
SoGlos speaks to the team at ReformIT to find out exactly what it did for Saracen Care and how the company is now more cyber secure and technologically up-to-date than ever.
Who is Saracen Care and why did they initially contact you?
Saracen Care is a supported-living provider based in Cheltenham that has been offering care and support services to adults with health and social care needs for over 20 years.
Based on Rodney Road, Saracen provides bespoke support packages to people with learning disabilities, neurodivergences, mental health issues, physical disabilities and more, covering Gloucester, Cheltenham and Swindon, with the team working on commissions from local authorities and the NHS.
The company got in touch with us earlier in 2025 to ask us to carry out a full review of its IT system. We then discovered that Saracen was facing several IT and cyber security challenges that were impacting its efficiency, security and overall digital maturity.
What did you discover in your review?
The key 'pain points' we identified included an outdated SharePoint environment; a lack of mobile device management; and ageing operating systems.
Can you elaborate more on what these looked like?
Saracen Care was experiencing several IT and cyber security challenges that were beginning to impact operational efficiency, data security and long-term sustainability.
Firstly, inefficient document management meant that its existing SharePoint environment had become disorganised and difficult to navigate. Staff found it hard to locate and share documents, which affected collaboration and productivity across departments.
Its limited mobile device management resulted in mobile devices that weren't fully enrolled or managed through Microsoft Intune, leaving inconsistent security controls, limited visibility and potential risks of data loss or non-compliance.
And lastly, outdated operating systems meant that many devices were still running Windows 10, creating concerns around future support, compatibility and security vulnerabilities.
All of these issues highlighted the need for a structured IT strategy focused on improving efficiency, enhancing cyber security and ensuring the organisation’s technology could support its business objectives in 2025 and beyond.
How did you go about doing this?
We conducted a full review of the existing SharePoint structure, re-designing the site architecture to improve document organisation, access permissions and collaboration.
We also implemented a clear folder and permissions hierarchy to ensure data security and compliance with internal governance policies; and provided user guidance and training to help staff adopt the new system effectively.
We enrolled all company mobile devices into Microsoft Intune for centralised management and security; applied standardised security policies – including device encryption, password protection and remote wipe capabilities – and ensured compliance with data protection requirements and improved visibility over mobile assets.
We then assessed all existing hardware for Windows 11 compatibility and developed and tested a phased rollout plan to upgrade devices without disrupting daily operations.
This meant that systems were upgraded to enhance performance, security and futureproofed against end-of-support issues.
Overall, these initiatives modernised Saracen Care’s IT infrastructure, reduced security risks and aligned technology improvements with the organisation’s long-term business objectives.
With a big project like this, who gets involved with the ins and outs?
It's important to collaborate across organisations so that everyone is on the same page.
At Saracen, we worked with its management team as we needed its input on business objectives, operational requirements and end-user challenges.
The team's feedback also helped us prioritise key focus areas such as improving document access, strengthening mobile security and planning the Windows upgrade.
At ReformIT, our clients get assigned an IT account manager, who will lead the strategic planning process, facilitate regular review meetings, identify areas for improvement and ensure each project aligns with long-term IT and cyber security goals.
Our in-house technical consultants and engineers will then deliver the technical implementation for each initiative, which, in Saracen's case, was the SharePoint redesign, Intune enrolment and Windows 11 upgrade, alongside technical support throughout the whole process, ensuring Saracen's staff were kept up-to-date and informed.
But the collaboration didn't end there. We asked Saracen's department leads and end users to pilot test the new features and systems, to provide us with feedback so that we could tweak where needed, ensuring the new systems met day-to-day operational needs and were user-friendly.
What improvements has Saracen Care seen since working with you on its upgrades?
We're pleased that Saracen has experienced significant operational and security benefits across the whole organisation.
The team has reported its SharePoint users can now quickly locate, share and collaborate on files, reducing the time spent searching for information and improving workflow efficiency.
With all company mobile devices now enrolled in Microsoft Intune, the care firm now has greater visibility and control over its mobile estate, with reduced risks related to data breaches and unauthorised access.
And with the Windows 11 upgrade, users have reported smoother system performance, faster start-up times and better compatibility with modern applications.
Has Saracen Care given you any feedback that you'd like to share?
Yes, we've had some very positive feedback! Overall, the team said that the projects we implemented have delivered real, tangible improvements to both productivity and security, stating that 'they have made a real difference to how we work day-to-day, with everything more efficient, secure and easier to manage'. We are looking forward to a continued IT strategy and partnership with them!
If your company needs a cyber security review or IT overhaul, contact the team at ReformIT on 01242 236999 or visit reformit.co.uk.
