The problem with scattered logins and unwatched servers
Many small organizations piece together file storage, shared logins and remote access across a dozen separate cloud accounts—or keep a server running in the office that nobody checks until something stops working.
Staff share passwords by text or email, former team members retain access to company folders, and automatic backups run for months without anyone testing if those files can actually be restored. Meanwhile, traditional IT contracts often hold the administrator keys so you cannot easily leave.
A private digital office and optional ongoing care
ROTES Smart Solutions sets up a cohesive digital office on your own server or Canadian cloud account, and offers managed IT services in Fredericton and remotely across Canada.
First, we replace scattered accounts with a self-hosted digital office built on proven open-source software: Nextcloud for shared files and documents, Vaultwarden as a team password manager, WireGuard VPN for private remote access, Authentik for single sign-on (SSO), and business email.
Second, if you want server monitoring and backup for small business without managing updates yourself, we offer ongoing managed support as a new service for outside clients. We watch your systems, test nightly off-site backups, install updates and handle small changes in hours agreed in advance—while every administrator account remains in your name.
What’s included
- Digital office setup: Nextcloud shared files and documents, Vaultwarden password manager, WireGuard VPN, Authentik single sign-on (SSO) and business email
- Monitoring and alerts (ongoing support offering): Continuous health checks, central logs and alerts using Grafana, Loki and Uptime Kuma
- Nightly off-site backups: Automated nightly backups sent off-site, paired with regular restore tests to verify your files recover cleanly
- Updates and repairs: Routine software updates and fixing what stops working
- Agreed-hours improvements: Small changes and configuration updates completed in hours agreed in advance
- Full hand-over package: Administrator accounts in your name, written notes on how everything is built, and a complete list of every account and where it lives
Proof: proven on our own infrastructure every day
- Our own office and home systems: Our managed model runs every day on our own setup—handling nightly off-site backups of 14+ containers and central logs across 18 hosts, along with site-to-site VPN, single sign-on, a password manager and phone-alert monitoring. While not yet sold as an ongoing plan to an outside client, every tool is tested on ourselves first.
Frequently asked questions
Who holds the administrator accounts if you manage our servers?
You do. Every server, domain and administrator login is registered in your name and stored in your password vault from day one.
Do we have to take ongoing managed support?
No. Ongoing support is optional. We can set up your digital office, verify your backups, walk your team through daily use and hand over full documentation with no ongoing obligation.
How are support hours counted if we want ongoing help?
For our managed support offering, software updates, backup checks, monitoring and small changes are handled within hours agreed in advance so your costs stay predictable.
What happens if we stop working together later?
Your systems, data and access stay with you. Anyone skilled can step in and manage your setup using the written hand-over notes we provide.
Put your servers, files and logins in order
Tell us what your team needs to share, back up or monitor, and get a written plan and quote.