Super User Scottish Tech Army

The Alasdair Gray Archive

Device Security Audit & Viability Assessment

Client: The Alasdair Gray Archive
Role: Technical Advisor (Device Audit & Software Setup)
Devices: Apple iMacs, MacBooks (donated hardware)
Delivered on behalf of: Scottish Tech Army

The Challenge

The charity had received a number of donated Apple devices, including iMacs and MacBooks. While the gesture was generous, there was uncertainty around whether the devices were secure, up-to-date, and fit for use in a modern nonprofit environment.

The organisation needed an audit to assess the viability of each machine, ensure no data from previous owners remained, and confirm that essential productivity tools like office software were available — all while keeping costs to a minimum.

 

Project Goals

  • Audit all donated Apple devices for hardware viability, security status, and potential use cases

  • Ensure devices were wiped clean of any legacy data or software

  • Configure machines with basic user profiles and free, open-source productivity tools

  • Make recommendations on which devices could realistically be used by staff or volunteers

  • Support the charity in maximising the value of donated tech without ongoing support costs

 

What I Did

  • Security & Data Audit: Assessed all machines for signs of prior use, outdated software, potential malware, and presence of personal or residual data

  • System Cleanup: Performed secure erasures or account removals as needed to prepare devices for new users

  • Viability Testing: Evaluated hardware condition (RAM, disk, performance, OS compatibility) to determine what could be kept in service

  • LibreOffice Setup: Installed LibreOffice on machines where requested, giving users access to essential office functionality without license costs

  • Configuration: Set up clean user accounts, installed core utilities, and applied updates to ensure secure and consistent functionality

  • Recommendations: Delivered a simple viability report outlining which devices were ready for deployment, which needed upgrades, and which were not usable

 

Results

  • All devices reviewed for data safety, system viability, and performance capability

  • Unnecessary or legacy data removed, and machines reset to a clean, usable state

  • LibreOffice installed where requested, enabling staff to access word processing, spreadsheets, and presentations without cost

  • Clear recommendations provided for which machines were suitable for use, which required upgrades, and which should be recycled

  • Charity better positioned to make use of donated hardware in a safe and practical way

Super User Scottish Tech Army

Equi-Power

Google Workspace & Dropbox to Microsoft 365 Migration

Client: Equi-Power
Role: Cloud Migration Consultant
Platform: Google Workspace, Dropbox → Microsoft 365
Project: Full migration of email, contacts, calendars, and files for cost optimisation
Delivered on behalf of: Scottish Tech Army

The Challenge

The charity was using Google Workspace for email and calendars, and Dropbox for file storage, resulting in a fragmented and costly setup. These systems had grown organically over time, without central IT planning, leading to inefficiencies and rising subscription costs.

Google Workspace was underutilized, and staff often faced confusion with multiple platforms for communication and document sharing. The charity needed a unified, secure, and cost-effective solution that was easier to manage — and better aligned with how the team worked.

 

Project Goals

  • Migrate all user email, calendars, and contacts from Google Workspace (charity tenant) to Microsoft 365 charity tenant

  • Consolidate Dropbox file storage into SharePoint and OneDrive

  • Reduce overall IT costs and simplify the digital toolset

  • Maintain data integrity and continuity throughout the transition

  • Provide guidance and support to ensure smooth adoption of Microsoft 365

 

What I Did

  • Data Discovery & Planning: Conducted an audit of existing Google Workspace and Dropbox usage to identify user accounts, data volumes, and priority content

  • Email, Calendar & Contact Migration: Migrated all mailboxes, calendars, and contact lists from Google Workspace to Exchange Online using secure tools and best practices, minimizing downtime

  • Dropbox Migration: Transferred all relevant Dropbox content into appropriate SharePoint document libraries and OneDrive folders, setting up user permissions and file structures to match existing workflows

  • Cost Reduction Strategy: Reviewed the charity’s software subscriptions and identified opportunities to eliminate redundant costs by consolidating into Microsoft 365 Business plans

  • Configuration & Setup: Structured Microsoft 365 environment with shared mailboxes, Teams, and document libraries for collaboration

  • Support & Handover: Provided user-focused guidance, tips, and lightweight documentation to support the team post-migration

 

 

Results

  • Seamless migration of all emails, calendars, and contacts from Google Workspace to Microsoft 365 with no data loss

  • Successful consolidation of Dropbox files into SharePoint and OneDrive, eliminating the need for a separate subscription

  • Reduced the charity’s monthly software spend through consolidation under one Microsoft 365 plan

  • A single, integrated digital environment now supports email, document sharing, meetings, and internal communication

  • Positive user feedback on simplicity and speed improvements after the switch

  • Charity empowered with a more manageable and scalable system for future needs

Super User Scottish Tech Army

Dundee Therapy Garden

M365 Tenant Setup & Office 365 Training

Client: Dundee Therapy Garden
Role: Microsoft 365 Consultant & Trainer
Platform: Microsoft 365 (Office 365)
Project: Tenant setup, user training, and security enhancement
Delivered on behalf of: Scottish Tech Army

The Challenge

The charity was operating almost entirely on paper-based processes with no central system to store, track, or manage documents. This made collaboration inefficient, prone to errors, and created challenges in document version control and accessibility.

Without a digital platform, staff and volunteers struggled to communicate effectively and safeguard sensitive data. Additionally, there was limited understanding of how to use digital tools like Microsoft 365, and no security controls were in place to protect the organisation’s information.

Project Goals

  • Establish a secure, easy-to-use Microsoft 365 tenant to digitize and centralize document management

  • Enable real-time collaboration and communication through Outlook, Teams, SharePoint, and OneDrive

  • Improve security posture with multi-factor authentication (MFA), conditional access, and data protection policies

  • Deliver practical training to help staff and volunteers confidently use Microsoft 365 tools

  • Create user-friendly documentation and governance to support ongoing use and management

 

What I Did

  • Tenant Setup & Domain Integration: Configured the Microsoft 365 tenant and coordinated domain migration from Wix. I gained access to the existing domain hosting, updated DNS records to point to Microsoft 365 services, replacing previous Google-related settings that were unused.

  • Security Enhancements: Applied multi-factor authentication (MFA), conditional access policies, and data loss prevention settings to secure the charity’s data and improve compliance.

  • Device Security: Identified that existing devices used by staff and volunteers were insecure and out of date. Advised on suitable hardware procurement, and assisted in setting up new laptops with secure configurations and Microsoft 365 integration.

  • Digital Transformation: Migrated key paper-based workflows into SharePoint and OneDrive for document version control and centralized access.

  • Training Delivery: Ran practical, hands-on workshops covering Microsoft 365 apps and security best practices, tailored for non-technical staff and volunteers.

  • Documentation & Support: Developed clear, simple user guides and FAQs to aid adoption and ongoing management by the community-led team.

  • Governance Planning: Recommended security and management policies aligned with the charity’s capacity to maintain independently.

 

Results

  • Successfully integrated the Microsoft 365 tenant with the charity’s domain by managing the DNS migration from Wix, ensuring all services operated smoothly under the new setup.

  • Replaced an underutilized Google configuration (wasn't being used) with a fully functional Microsoft 365 environment tailored to the charity’s needs.

  • Transitioned from paper-based processes to a digital collaboration platform, improving document access, version control, and team communication.

  • Strengthened security posture through MFA and conditional access, significantly reducing risks to sensitive data.

  • Delivered training that boosted user confidence and empowered staff and volunteers to make full use of Microsoft 365 tools.

  • New devices were deployed with secure defaults, M365 integration, and user-ready tools, greatly improving operational efficiency and reducing security risks.

  • Established a governance framework enabling the community-led team to manage the tenant and security settings with minimal external support.