A common question small business owners consider is when are should they purchase a server. Here are some questions you should ask yourself….
- How many employees use a computer?
- Are computer users on-site or off-site?
- What type of information are users accessing? It is just files or do they need access to shared software application data such as Quickbooks?
- Are you users located in a central location or are they geographically distributed?
Let’s start out by clarifying some terms we will be using in this article…
- Server – A computer specifically built to function as a server that is designed to be available 24/7. A server runs operating systems such as Windows Server 2012r2 or 2008r2.
- NAS – Network Attached Storage – A NAS is a type of file server. They generally have an operating system built-in, but there are variations available that can have a specific operating system installed.
- PC server – A standard Windows, Linux, or MAC computer setup as a “server”.
Most businesses start out with a founder and maybe a founder and partner. There are just one or two computer users so they can usually just use one or two computers. They will typically backup data to an external hard drive or the cloud such as through software such as Carbonite. As the business grows employees or outside providers begin to join the company. This is when it is time to consider a centralized file storage solution.
PC Server Solution
For this first step many companies utilize a standard desktop PC as a server. The Windows operating system which is a close cousin to Windows Server operating systems and can function as a limited server. It can provide access to shared printers, files, and even some applications. Software such as Quickbooks provides server software that can be operated on the PC server. There are some critical considerations when considering this configuration.
- Dedicate the PC to only act as a server. Don’t allow anyone to use the workstation as a desktop computer. This means that it cannot be used to check email or surf the web, etc. Allowing someone to use the PC as a workstation can cause a virus or malware to be installed on the computer. Instead of just that user being down it will cause the entire operation of your computer to stop while the PC is repaired, and this scenario can lead to data loss or theft.
- Be sure to connect the PC to an uninterrupted power supply to prevent sudden shutdowns during power failures. All computers should be connected to a UPS, but it is very critical for this PC server.
- Develop a system to backup the data on the PC as frequently as possible.
- Set the operating system to minimize graphic interface features and focus processing power on services that your networked users will be accessing.
- Install server monitoring software so that you can watch for predictive failures such as failing hard drives, etc.
Network Attached Storage (NAS)
Due to the increased use of cloud-based applications such as Quickbooks online, etc. Many small businesses can now function with a Network Attached Storage device. A NAS is a small server that typically has multiple hard drives and network connections. These features allow for faster access to files stored on the device. The multiple hard drives also allow for failure of one of the hard drives without a loss of productivity. The downside of a NAS is that most do not run any types of applications. They cannot host a database or application such as Quickbooks. Features vary by manufacture, but some allow for the connection of IP-based surveillance cameras to record security footage. Some also have built-in backup software for various cloud providers to automatically backup data offsite.
Because a NAS is not able to run applications there are limited methods for monitoring the device. It is important to maintain a maintenance agreement for the device with a provider that can watch for potential issues. We have seen owners not notice a hard drive failure and ultimately see data loss due to a second hard drive failure. The NAS was indicating an imminent failure but employees noticed the alerts.
Full-Featured Server
When do you move to a full-featured server running an operating system such as Windows 2012? Once your company expands beyond a handful of members it likely could be time to graduate to a full server. There are features only available in a full server:
- Active Directory or a domain listing service. This will track the rights of each computer and user on your network. It becomes much easier to limit user’s rights via group membership.
- Group Policy Management will allow your network administrator to create automatic policies that are applied to computers. This can include installation of software or devices such as printers. You can also apply policies to limit the use of USB thumb drives and many other security features.
- Easier user management including password management. User’s can self-manage passwords or you can choose to centrally manage all system passwords.
- The Active Directory listing service can also be federated to many cloud applications to allow for increased security and single-sign-on features.
Remote Access
Just a few words regarding remote user access. Distributed work forces are becoming more and more popular and that is especially true in small businesses. The ability to share files securely via the Internet is critical. Each of the above scenarios can support remote file access with the right peripheral network hardware. Secure firewall appliances that include sophisticated client VPN’s are available for a small investment.