In just six months, businesses using Microsoft Exchange Server 2016 and 2019 will reach a critical milestone as these widely used email and calendaring platforms reach their end of support. This is just one example of the soon-to-be-retired systems forcing organisations to make a difficult decision: modernise now or face the consequences later.
Maintaining outdated systems costs significantly more (in terms of security vulnerabilities, operational inefficiencies, compliance risks, and missed opportunities) than transitioning to modern platforms. Let’s break down what this means for your business.
Understanding software end-of-life
End of support (EOS) marks the point when a product no longer receives updates, fixes, or technical support from its provider. After this point, a product becomes an outdated or legacy platform, which may continue to function but becomes more vulnerable and problematic over time.
For example, Exchange Server 2016 and 2019 will reach end of support on October 14, 2025. When support ends, several critical things happen:
- Security updates and patches stop completely
- No new features or bug fixes are released
- Technical support through official channels disappears
- Third-party applications may stop working with your system
- Documentation and troubleshooting resources become outdated or unavailable
Essentially, you expose your outdated system to risks without any official support to mitigate them.
The true cost of using legacy system
You’ve probably heard the phrase, “if it isn’t broken, don’t fix it.” It’s tempting advice, especially when systems seem to function properly. Many businesses continue to use them, assuming that doing so will save money and reduce disruption. What if your seemingly working technology is quietly draining your resources? Here are five reasons why legacy systems are more expensive than they appear.
1. Financial drain that increases over time
The average cost of a data breach for ASEAN organisations in 2024 is $3.23 million, a 5.9% increase from just last year. Beyond potential breaches, outdated systems drain your budget through:
- Specialised maintenance: Finding technicians who can work on outdated systems becomes increasingly expensive.
- Training costs: New employees must learn obsolete technologies they’ll never use elsewhere.
- Emergency repairs: When legacy systems fail, downtime and urgent fixes cost premium rates.
- Infrastructure overhead: Older systems typically consume more energy and physical space.
- Reactive security investments: Post-breach remediation often costs far more than preventative measures.
- Opportunity costs: Limited ability to implement new technologies means missed business opportunities.
What looks like saving money by avoiding upgrades actually becomes a growing financial burden as these visible and hidden expenses add up.
2. Security vulnerabilities you can’t patch
Malaysia reported 646 cybersecurity incidents to CyberSecurity Malaysia in 2023 alone, with data breaches being among the most common. Unsupported systems are perfect targets for attackers who actively scan for known, unpatched vulnerabilities. When incidents occur, there’s no official support to help with recovery. Your security team must create custom workarounds for these flaws.
72% of APAC organisations report difficulties in updating and patching their environments. This number becomes even more alarming when considering end-of-support systems.
3. Compliance risks that grow more severe
The statistics reveal a clear correlation between compliance failures and security incidents: 86% of APAC organisations that failed compliance audits had experienced at least one prior breach, with 34% having a breach in the past year alone. Yet only 30% of organisations have dedicated legal resources for managing cyber risks.
Running outdated software often fails to meet modern regulatory requirements. End-of-support systems with obsolete security protocols typically violate data protection regulations such as the Personal Data Protection Act (PDPA) and the Health Insurance Portability and Accountability Act (HIPAA). Non-compliance exposes your organisation to financial penalties, reputational damage, and business disruptions.
4. Integration barriers that isolate your business
As your legacy systems age, they become isolated in your technology ecosystem. End-of-support products are typically incompatible with modern security tools, leading to weak protection and monitoring capabilities. They often use outdated encryption models, making them more vulnerable to attacks.
This technical isolation also affects your business relationships. Compatibility issues create friction when working with partners, vendors, and clients who use modern platforms. This could cost you business opportunities as partners look for more compatible collaborators and expect seamless information exchange.
5. Performance limitations that frustrate everyone
Legacy system performance issues have a direct impact on your operations and team productivity. Fixed storage limits, slower processing speeds, and poor response times frustrate both employees and customers. Data becomes trapped in silos, making it difficult for different departments to access and share critical information.
Consequently, your team creates manual workarounds to compensate for system limitations. This involves copying data between applications, updating spreadsheets, and relying on ad hoc processes. Such manual solutions not only slow workflows but also increase risk. With 43% of breaches caused by human error, these manual processes introduce significant risk alongside the frustration they cause.
Modernise your technology stack
Legacy system modernisation is the process of updating or replacing outdated technologies with modern solutions that better meet business needs. For organisations using Exchange Server 2016/19, transitioning to platforms like Microsoft 365 provides immediate benefits:
- Enhanced security with built-in threat protection and automatic updates
- Cost optimisation through predictable subscription models
- Improved compliance with continuously updated regulatory frameworks
- Better performance with faster processing and expanded storage
- Modern collaboration capabilities, including real-time document sharing
- Future-ready infrastructure that evolves with your business needs
What to consider before modernising
While the benefits are clear, successful modernisation requires careful planning. Before starting on this journey, consider:
- Data migration risks: Develop strategies to prevent data loss during transfers.
- Business impact: Plan for potential workflow disruptions during transitions.
- Technical prerequisites: Ensure your existing infrastructure meets minimum requirements.
- Resource planning: Budget for implementation costs, ongoing subscription fees, and staff training.
- Project timeline: Create a realistic schedule with phases for planning, testing, and implementation.
- Change management: Prepare support systems before, during, and after the transition.
How Crayon simplifies your migration journey
General copy Modernising legacy systems requires expertise, careful planning, and proven methodologies. As your trusted cloud solutions partner, Crayon provides comprehensive cloud migration services with our four-step approach:
- Assessment: Analysing current infrastructure to develop a personalised cloud strategy
- Planning: Creating a detailed roadmap for a smooth transition
- Implementation: Migrating to modern cloud platforms while optimising cost, performance, and security
- Operation: Providing ongoing support for optimal environment management
Our cloud experts leverage the “7Rs” methodology to determine the best workload migration strategy: Relocate, Rehost, Replatform, Repurchase, Refactor, Retain, or Retire.
Saving your business from legacy limitations
Legacy platforms may still function, but the true costs extend far beyond basic operations. The risks of data breaches, compliance violations, operational inefficiencies, and lost business opportunities far outweigh any savings from delaying transition. The choice becomes increasingly clear: invest in modernisation now or pay significantly more later.
Modern solutions offer built-in security, automatic updates, and seamless collaboration that transform business operations while reducing risks and costs. With end-of-support deadlines approaching for many common systems, the time to plan your upgrade is now.
Don’t wait until a crisis forces you to act. Early, strategic modernisation is how you position your business for future success. Contact Crayon’s cloud experts for an assessment.
