Some purchases can actually help you save time and money. Such is the case with a specialised computer and software solution called a server. A server makes file sharing easier, security tighter and backups easier. It is an investment that pays off well over time. But before you buy your server, consider these five points.
1. Recognise when you need a server
Ask a tech consultant when to buy a server and you might hear, "As soon as you have two computers." But it is not that simple. When my radio show and company started to grow, my staff did too. At the time, I was using a peer-to-peer network in which each computer communicated with the others through a hub instead of a server. That was fine for sharing an Internet connection and transferring files. But productivity came to a halt when more than one person needed access to the same file.
I knew I needed a server. A server allows many users access at one time without any decrease in system performance. It made a big difference for me. How do you know it is time to purchase a server? Evaluate your setup.
- Are there inturruptions in your workflow?
- Do tow or more people use the same database?
- Would operations slow down or stop, even for a small amount of time, if one computer were to crash
- Do you or your employees need access to e-mail and files on the road?
If you answered yes to any of these questions, then it is time to talk to a consultant, IT partner or value-added reseller.
2. Learn how to maximise the advantages of having a server
With a server you can centralise databases and files, making it easier to manage workflow and exchange and share information between workstations. Consider, for example, an insurance company with three claims adjusters. Without a server, each adjuster would be responsible for specific claims. That's inefficient if Adjuster 1 has many claims, and Adjuster 2 and Adjuster 3 have light workloads. A server and shared database eliminates all of this. Any of the three adjusters would be able to assist any client. Also:
- The server can be the primary backup point. Instead of burning data files on disks, you can quickly move them across the network.
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- You can host your e-mail. That allows you to have your own domain and unique e-mail addresses, which looks more professional. Also, most e-mail software allows you to maintain network-wide address books, mailing lists and calendars.
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- You gain a higher level of security. By requiring computer users to log in and authenticate on a domain, the server dictates who has access to what.
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- You can deploy new software applications more easily through a network. You also can standardise your applications and versions, and make better use of the software you have.
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3. Recognise the costs involved
Purchasing a server is both a hardware and software investment — and not an inexpensive one. Entry-level servers for organisations with 10 or fewer employees will cost about the same as a good desktop computer, but servers for larger organisations can cost more. And, unlike desktop PCs, servers do not come with an operating system. That costs extra. Also, a server operating system will include a certain number of licenses that allow users to log in and access the server. If you have more employees, you will need to buy more licenses.
You will probably need to hire a consultant, too, if you don't have a network administrator. Installation and troubleshooting can be complex. However, once the system is installed and running, you or someone within your company may be able to manage the server in-house.
4. Get the right server hardware and software
A desktop PC can act as a server with the proper software. However, this usually is not a good solution. Servers are designed to run 24 hours a day and therefore are built with components that provide for better reliability. They generally offer redundancy by using multiple hard drives, power supplies and fans. If something fails, it can often be replaced without taking the server down. For example, most have multiple hard drives in a RAID (Redundant Array of Independent Disks) configuration. This allows you to store the same information on different hard drives. If one hard drive fails, another continues to run.
Large corporations have numerous dedicated servers that perform a single action — Web hosting, e-mail, database management, and so on. Small companies usually need only a single server to start. And most server operating systems have a small-business version that allows a single server to perform many functions. For example, Windows Small Business Server 2003 R2 acts as a printer, file, e-mail, Web and relational database server.
5. Learn networking basics, and stay involved in the implementation
Even if you are completely clueless about networks and servers, force yourself to learn. I once hired a young man to take care of my network and servers for me. The network started crashing and Internet access was often unavailable. One day, I found him sleeping in the server room. His head was resting on a pile of books on hacking. Realising I didn't know any of the administrative passwords, I asked him to show me everything he had been doing. Then I showed him the door.
Let this be a lesson to all. Even if your eyes glaze over when you hear words like net congestion, learn your networking basics. You don't have to understand the inner workings of everything. But you must know enough to ask pertinent questions.
Kim Komando writes about workplace technology and security issues. She is the host of a talk-radio show about computers and the Internet, and writes a syndicated newspaper column
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