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Key Information needed when changing IT Providers.jpg

Changing IT providers can always be a worrying time, however please don’t be too concerned! 

Providing you are changing to a good, reputable IT Support company then they should do all of the leg work, with just the relationship between you and the outgoing provider left down to you. 

The main objective when changing providers, is to ensure you have all possible information extracted from the outgoing provider. 

With this information, the owner holds the power to maintain your IT Systems. 

Without this information, it can possibly become quite complicated. 

I’ve summarised the information which we request when on-boarding new customers below. It’s certainly not an exhaustive list, as every customer will be different – but if you aren’t sure when to start, then start here. 

1 | Administrative Passwords 

Passwords are the key into your locks. Without passwords, there’s next to nothing which can be done. 

The first thing you should request is all of the passwords they hold for you. 

I say all, as simply asking for the ‘Admin password’ may result in just a single password provided. However they may hold any number of passwords:

  • Servers
  • Switches
  • Routers
  • Website Logons
  • Application Passwords
  • Email / Web Hosting

It’s crucial you get all of this information. Without it may not prevent your new IT providers completely, but it will certainly incur additional time and expense to attempt to reset and recover any missing passwords. 

2 | License Keys 

Every company should keep an asset register of purchases and license keys which have been sold to each customer. 

The common license keys which may be held by the outgoing provider are:

  • Microsoft Office
  • Line-of-Business Applications

Typically Windows License Keys, such as Windows 10, or Windows Server – will be stored on each machine. These are less likely to be held by the IT Provider. 

3 | Renewal Dates 

For any hardware or software that you own. 

  • Server, Desktop, Network and any other hardware warranty expiry dates
  • SSL certificate expiry dates
  • Annual renewal dates for any software packages

4 | Website 

Often forgotten but often needed are details for accessing the website hosting and domain name management systems for your website. 

These are 2 separate items, but can sometimes be managed by the same company under the same single logon. 

Common Domain Name Management Systems are:

Common Web Hosts are:

4 | Documentation 

It’s likely that the outgoing provider holds some form of documentation on your systems which can be a great help to anybody new to your business. 

Documentation may detail what systems you have, where they are located, how they are connected. They could detail some or all of the information above, such as passwords and logon details. They may even be guides for how to use certain systems or fix certain common problems. 

5 | Office 365 

If you have an Office 365 Subscription that is currently managed by the outgoing provider, then you will need to grant permission to the new provider. They will usually arrange for the outgoing provider to be removed from the account to restrict their access once they have taken over.

Typically, access is granted by following a link provided by the new company – our link for example can be found here, which will allow us to managed your Office 365 Account.   


If you are looking to change IT Providers then I highly recommend taking a read through our IT Support Learning Hub, which contains information on what to look for, and how to get the most from your IT team.