SOC 2 Type II audited 24/7 help desk Microsoft Solutions Partner Business IT support since 2010 Nationwide service, offices in NJ, PA, DE and NY
Changing IT Providers Without the Risk
Many businesses stay with an IT provider that is not working for them because switching feels risky. Who has the passwords? Will email keep working? What happens to backups and security tools on the last day of the contract?
A planned transition answers those questions before anything changes. This guide walks through the steps: reviewing your current agreement, collecting access and documentation, protecting security during the handover and onboarding with the new provider. Still choosing a new provider? Start with the questions to ask a managed IT provider.
How a Switch Works
Before You Give Notice
Start with your current agreement. Check its term, the notice period, any early termination fees and what the provider must hand over when the agreement ends. Some security, backup or monitoring tools may be licensed through the provider and will need to be replaced, so plan for that before the last day.
Then confirm that your business owns the accounts it depends on, such as your domain name, your Microsoft 365 tenant and your software licenses. If any of these are registered in the provider’s name, arrange to move them into your business’s name as part of the transition.
What to Collect From Your Current Provider
Ask for these items in writing, and have the new provider confirm that each one works:
- Administrator access for servers, firewalls, switches and wireless equipment
- Microsoft 365 and other cloud service administrator access
- Domain registrar and DNS access
- Access to the backup system, and confirmation of the most recent successful backup
- Software licenses, warranties and vendor contacts
- Network diagrams, documentation and a list of open issues
Protecting Security During the Switch
A provider change is a period of higher risk, because several people need administrator access at the same time. Turn on multi-factor authentication for every administrator account, keep a record of who has access, and remove the previous provider’s access and accounts once the new provider has verified control.
Avoid gaps in protection. New security tools should be in place before old ones are removed, and backups should be tested before and after the move. See how we approach backup and disaster recovery.
How TechStarters Handles the Switch
Every managed IT engagement with TechStarters starts with a free IT assessment and a written proposal with per-device monthly pricing, with an annual or month-to-month agreement. We then plan the transition with you, coordinate administrator access and vendor accounts, document your systems and introduce your team to our 24/7 help desk.
If you have internal IT staff, they stay involved throughout, and co-managed IT lets them keep the work they want to own. Not sure whether a provider or your own staff is the better fit? Read managed IT services vs. in-house IT.
Switching IT Providers FAQs
How long does it take to switch IT providers?
It depends on the number of users, devices and locations, and on how well your current systems are documented. The transition plan sets the timeline before anything changes.
Do we have to wait until our contract ends?
Review the term, notice period and termination terms of your current agreement first. Planning can start before the agreement ends, so the new provider is ready when it does.
Will our employees notice the switch?
They will be introduced to a new help desk and may see new security or monitoring software installed on their devices. A planned transition keeps email, files and daily work running throughout.
What if our current provider does not hand over everything?
If passwords or documentation are missing, access to systems your business owns, such as Microsoft 365 and your domain, can generally be restored through each vendor’s account recovery process. The new provider documents everything as it is restored.
Can we keep our internal IT staff when we switch?
Yes. With co-managed IT, your IT staff and our team share the work, and responsibilities are agreed in writing.
Explore Our Managed IT Services
Request a Managed IT Services Quote
Tell us about your business, your locations and your devices, and we will send a written proposal with per-device monthly pricing. Prefer to talk? Call (877) 932-0040.