Straight answers. No jargon.

Managed IT means we take complete, proactive ownership of your technology environment. That includes 24/7 monitoring of every workstation and server, patch management and software updates, endpoint detection and response, firewall management, backup configuration and verification, Microsoft 365 administration, help desk support for your entire team, vendor coordination with your software providers, hardware lifecycle tracking, and a plain-language monthly report that shows exactly what we did and what it protected. The goal is simple: your team never loses time to a technology problem, and your sensitive data stays protected the way your professional obligations require. We do not wait for something to break. We prevent it from breaking in the first place.

No. Every Nexanova engagement is month-to-month. There are no multi-year commitments, no early termination fees, and no lock-in clauses. We believe clients stay because of outcomes, not contract penalties. If we are not delivering measurable value every single month, you should be free to walk away. That accountability is intentional — it is how we hold ourselves to a standard that long-term contracts quietly remove.

We serve businesses across Metro Vancouver and the Fraser Valley from our headquarters in Langley, BC. Our primary service cities include Surrey, Langley, Vancouver, Burnaby, Richmond, Coquitlam, Abbotsford, Maple Ridge, and Chilliwack. On-site response is available same-day or next-business-day depending on your location and service plan. Remote monitoring, support, and management are available to all clients regardless of location within our service area.

We specialize in regulated professional practices and data-sensitive small businesses — the kinds of organizations where IT failure has consequences well beyond a productivity disruption. That includes dental offices, orthodontic practices, law firms, accounting firms, healthcare clinics, allied health practices like physiotherapy and chiropractic, mortgage brokerages, and other professional environments that handle sensitive personal, financial, or legal data. We know the software these businesses run on by name — Ortho2, Cleardent, Clio, Jane App, TaxCycle — and we understand the compliance obligations that come with each vertical.

A break-fix technician shows up after something goes wrong. There is no monitoring, no proactive maintenance, no documentation, and no security baseline. It is the cheapest option until something catastrophic happens — then it becomes the most expensive. We take the opposite approach. We monitor your environment continuously, apply patches and updates before vulnerabilities are exploited, enforce security controls from day one, and document every asset, configuration, and credential in your environment. You get a monthly report showing exactly what we did, what we blocked, and where your environment stands. The product is nothing breaking — and the report proves why.

Managed IT is priced per device, per month. The exact rate depends on the scope of your environment — the number of workstations, servers, network devices, and the complexity of your software stack. We conduct a free initial assessment to understand your environment, then provide a fixed monthly quote with no hidden fees. You know exactly what you are paying and exactly what you are getting. There are no surprise invoices, no hourly billing for routine support, and no charges for patches, updates, or standard help desk requests.

Managed IT means we take full ownership of your technology environment — monitoring, security, support, and maintenance for every device and system. Co-managed IT is designed for businesses that already have internal IT staff but need specialist support in specific areas. That might mean we handle cybersecurity and compliance while your internal team manages day-to-day help desk. Or we manage your Microsoft 365 environment and backup infrastructure while your team handles on-site hardware. The split is defined clearly during onboarding so there is never confusion about who owns what.

Yes. Our Projects and On-Demand service covers one-time engagements like office IT setup for a new location, network design and structured cabling, server refresh or migration, security assessments, and cloud migrations. These are scoped, quoted, and delivered as standalone projects. Some clients start with a project engagement and move to managed IT afterward. Others need a specific project completed and that is the full extent of the relationship. Both are fine.

Yes. While the majority of monitoring, patching, and support is handled remotely — which is faster and less disruptive for your team — on-site support is available for issues that require physical presence. That includes hardware replacements, network infrastructure work, new office setups, and any situation where remote resolution is not practical. On-site response times depend on your location and service plan, but same-day and next-business-day visits are standard across our primary service area.

Yes. We handle hardware procurement, configuration, and deployment as part of our managed IT service. We source business-grade equipment from established vendors, configure it to your environment's security baseline before it arrives at your office, and deploy it with zero disruption to your team. We do not mark up hardware for profit — we recommend what your environment actually needs and purchase it at the best price we can negotiate. You own the hardware outright.

Every Nexanova client receives the same foundational security posture from day one, regardless of plan level. That baseline includes endpoint detection and response on every workstation, multi-factor authentication enforced on every account, full-disk encryption on every device, DNS filtering to block known malicious domains, email security with SPF, DKIM, and DMARC properly configured, automated patch management within 72 hours of critical release, verified local and cloud backups with regular test restores, firewall configuration with documented rule sets, and a monthly security report. This is not an add-on package. It is the minimum standard we deploy before we consider your environment operational.

British Columbia's Personal Information Protection Act and the federal Personal Information Protection and Electronic Documents Act create specific obligations for businesses that collect, use, or store personal information. For businesses handling patient records, client files, or financial data, these are not optional considerations. We build PIPA and PIPEDA awareness into every deployment from the start — that means encryption at rest and in transit, access controls based on role, documented retention and disposal procedures, breach notification readiness, and audit logging for systems that handle personal information. We do not provide legal advice, but we ensure your technology environment supports the compliance posture your regulators expect.

If our monitoring detects a security event — a compromised credential, a malware detection, a suspicious login from an unfamiliar location — our response follows a documented procedure. First, we contain the threat by isolating the affected device or account. Second, we assess the scope to determine what was accessed and whether any data was exposed. Third, we remediate by removing the threat, resetting credentials, and restoring from clean backup if necessary. Fourth, we notify you in plain language — what happened, what we did, and what it means for your business. If the incident involves personal information that triggers a breach notification obligation under PIPA or PIPEDA, we provide the technical details your legal counsel needs to make that determination. Every incident produces a written report.

Yes. Law firms in British Columbia operate under Law Society BC rules that create specific technology obligations around solicitor-client privilege and the protection of client information. Accounting firms operate under CPA BC standards and may have FINTRAC obligations depending on their service lines. We understand these requirements and build IT environments that support them — encrypted communications, properly secured remote access, access controls on sensitive files, audit trails, and backup procedures that account for professional retention requirements. We work alongside your compliance officer or managing partner to make sure the technology layer supports your professional obligations.

Yes. Our security assessment is a thorough review of your current technology environment — network infrastructure, workstations, accounts, email configuration, backup status, firewall rules, physical access, and documentation. The result is a plain-language report that identifies gaps, ranks them by risk level, and provides specific recommendations with estimated cost and timeline. There is no obligation to engage us for the remediation work. The assessment stands on its own as a clear picture of where your business is exposed and what it would take to close those gaps. For prospective managed IT clients, the initial assessment is included at no charge.

A typical onboarding takes 30 to 45 days from signed agreement to fully operational managed environment. The first two weeks focus on discovery — documenting every device, account, network component, and software license in your environment. Weeks two through four focus on deploying our security baseline and management tools. By day 30, your environment is monitored, secured, documented, and your team has a direct line to our help desk. The 60-day and 90-day milestones focus on optimization — resolving legacy issues, improving workflows, and fine-tuning configurations based on real operational data.

Days 1 through 30: full environment discovery and documentation, security baseline deployment, management agent installation on every device, backup configuration and verification, and team introductions so your staff knows exactly who to contact and how. Days 31 through 60: remediation of legacy issues identified during discovery, optimization of network performance, resolution of recurring problems, and the first monthly report with baseline metrics. Days 61 through 90: proactive improvement recommendations, workflow optimization, review of the first full quarter of data, and a face-to-face or video review with your leadership team to confirm the engagement is delivering what was promised.

We design every onboarding to produce zero disruption to your daily operations. Management tools install silently in the background. Security configurations are applied outside business hours when they require a restart. Network changes are scheduled for evenings or weekends. Your team should notice nothing on day one except that they now have a new support number to call. If any part of the transition requires downtime — which is rare — we schedule it in advance, communicate it clearly, and complete it within the agreed window.

We need access to your current network, a list of staff who use technology in your business, login credentials for any accounts we will be managing — Microsoft 365 admin, firewall, ISP portal — your current software vendor contacts, and any existing documentation your previous IT provider may have left behind. If there is no existing documentation, which is common, that is fine. Building comprehensive documentation from scratch is a standard part of our onboarding process. We also request a brief walkthrough of your physical office to understand the network layout, server room or closet, and any hardware that needs attention.

Critical issues — a system outage affecting multiple users, a security incident, or a complete loss of access to your practice management software — receive a response within 15 minutes during business hours and within 1 hour after hours. High-priority issues affecting a single user's ability to work receive a response within 1 hour during business hours. Standard requests like new user setup, software installation, password resets, and how-to questions are typically resolved within 4 business hours. These are response commitments, not resolution commitments, because resolution time depends on the complexity of the issue. But we always provide a specific next step and an estimated timeline in our initial response.

You can reach us by phone at (604) 613-0150, by email at info@nexanova.ca, or through our support portal. Phone calls during business hours are answered by a person who knows your environment — not a call center, not an automated phone tree, not a ticket number. After-hours calls are routed to our on-call team for critical issues. Every support request, regardless of how it is submitted, creates a tracked ticket with a documented resolution so nothing falls through the cracks.

Yes. Our monitoring runs 24 hours a day, 7 days a week, 365 days a year. If our systems detect a critical issue outside business hours — a server failure, a security alert, a backup failure — we respond automatically without waiting for your team to report it. For after-hours support requests initiated by your staff, critical and high-priority issues are handled by our on-call team. Standard non-urgent requests submitted after hours are queued for first-thing-next-business-day resolution.

Every Nexanova client receives a mandatory monthly report. It is not optional and it is not a generic dashboard export. The report covers security events blocked and resolved, patches applied with specific CVE references for critical vulnerabilities, backup status and verification results, device health and compliance status for every managed workstation, Microsoft 365 account activity and security posture, help desk ticket summary with resolution times, and recommendations for the coming month. The report is written in plain language so business owners and office managers can understand it without an IT background. It is how we make the invisible work visible.

We offer practical AI enablement designed for professional business environments — not theoretical AI consulting and not hype. Our current AI services include Claude Cowork deployment for team-based AI assistance with proper data governance, Microsoft 365 Copilot configuration and governance, custom AI agent development using Anthropic's Agent SDK for automating specific business workflows, AI-powered document processing for intake forms, referral letters, and administrative documents, and AI governance framework implementation that classifies your data into four tiers and defines exactly what AI tools can access at each level. Every deployment starts with a governance conversation, not a technology conversation.

Yes — when it is designed correctly. The risk is not in AI itself. The risk is in deploying AI tools without understanding where the data goes, how it is processed, and what the regulatory implications are. Staff at professional businesses are already using AI — many are pasting patient or client information into consumer tools like ChatGPT on personal accounts, often without anyone in the business knowing. That is the real exposure. Our approach brings AI adoption under proper governance. We classify your data into four tiers: public, internal, confidential, and restricted. AI tools are configured so they can only access appropriate data tiers. Patient records, client files, and privileged information never enter the AI layer. The AI handles administrative workflows — scheduling, intake coordination, document filing, billing reminders — while sensitive data stays where it belongs.

Claude Cowork is Anthropic's team-based AI assistant designed for business environments. Unlike consumer AI tools, Claude Cowork provides administrative controls, data governance settings, audit logging, and role-based access — the features a professional business needs to adopt AI responsibly. We deploy Claude Cowork with your organization's data governance policies configured from the start, user access controls defined by role, and integration with your existing workflows. It can assist your team with drafting communications, summarizing documents, generating reports, answering policy questions, and handling administrative tasks — all within a governed environment where you control what data the AI can access.

We use a four-layer governance framework designed specifically for businesses operating under PIPA, PIPEDA, Law Society BC, CPA BC, or other regulatory obligations. Layer one is data classification — every data type in your business is categorized as public, internal, confidential, or restricted. Layer two is tool authorization — only approved AI tools with appropriate security controls are permitted, and each tool is mapped to the data tiers it can access. Layer three is workflow design — every AI-assisted workflow is built so sensitive data remains within approved systems, with human review before anything goes out under your business's name. Layer four is monitoring and audit — AI tool usage is logged, reviewed monthly, and included in your regular reporting. This framework is not theoretical. It is deployed and operational in live client environments.

Yes. Microsoft 365 Copilot is appearing in business subscriptions whether businesses planned for it or not. The risk is that Copilot has access to everything in your Microsoft 365 tenant — every email, every document, every Teams message — unless permissions are properly configured. If your Microsoft 365 environment has loose sharing permissions, Copilot will surface information that individual users were never meant to see. We start by auditing and tightening your Microsoft 365 permissions structure, then configure Copilot with appropriate access boundaries, sensitivity labels, and data loss prevention policies. The result is a Copilot deployment that genuinely helps your team without creating a data exposure problem.