By James Fenton MCSE, CSBS

In my role as an IT support specialist to SME’s, I often get posed questions regarding computer servers and how they differ from desktop computers.  In this non-jargon article I aim to put answers to commonly asked questions and help business owners decide whether it’s time for an IT upgrade.

 

You may have already invested in a server system or maybe the idea’s there but you’re not sure where to go with it or maybe you find the whole concept too overwhelming to consider.  Whatever your circumstance, the answers to the following frequently asked questions should make you feel more at ease when making the right IT decisions for your business:

1. What’s the difference between my desktop PC and a server?
2. How do I know when it’s time to upgrade to a server?
3. How long will a server last before it needs replacing?
4. Do I need more than one server?
5. What specifications should I be looking for when purchasing a server?
6. What are the key benefits of a server?
7. How much is it likely to cost?
8. Who should I get to install it?

What’s the difference between my desktop PC and a server?

A server is like a supercharged desktop PC that’s been specifically designed to hold, manage, send, and process data, usually for more than one user or computer. This means the technology behind servers:

• Makes them more reliable than desktop systems
• Helps them process data faster and more efficiently
• Is preconfigured to support data backups and security
• Reduces data bottlenecks so information flows more freely and quickly
• Is designed to scale as your business needs scale

Desktop systems are optimised to run user-friendly operating systems, desktop applications, and facilitate other office tasks. Server systems are designed to serve the requirements of multiple users and computers.

Even if a desktop had the same processor speed, memory, and hard disk space as a server, the machines wouldn’t be the same because the technologies behind them are engineered for different usage.

How do I know when it’s time to upgrade to a server?

If your office only has two staff members who share files across networked computers, surf the web, or send e-mail, you may not require a server. 

However, once you have three or more employees working together on a network, a server can provide a central location for your important files, shared applications, and other resources.

If you tick more than one of the following then it’s likely your business would benefit from upgrading to a server based network:
 

• You have two or more computers in your business that you need to connect
• You need to save money by sharing equipment and resources such as printers, fax machines, and Internet connectivity
• You need to protect your business information and your network from unauthorized users
• You need to back up information
• You need to restore accidentally deleted files or previous versions of files
• You need to access company information and resources while away from the office
• You need to store, access, and share information in one central location
• You need to manage different versions of files
• You need to easily schedule group meetings and communicate efficiently with colleagues
• You need to use a tool to share ideas and information with your colleagues
• You need to present a professional image by hosting your own Web site and e-mail system
• You want all staff to be able access and share documents on a Intranet
• You'd like to run accounting software or other line-of-business application on more than one PC

 

How long will a server last before it needs replacing?

This is a difficult question to answer as it really depends on the requirement changes of your business, but if you purchase a medium to high specified server and your staff increase and business demands haven’t increased too dramatically; you should expect a server from manufacturer such as Dell, HP or IBM etc to last a minimum of 3 Yrs. Warranty’s come as standard for 3 Yrs with most servers and can be purchased as an extra or extended with others.  Warranty details should always be checked when purchasing a server and monitored for renewal when you own one as servers can be difficult thing to replace in a hurry, and time consuming to rebuild.

Do I need more than one server?

Depending on the size, location, technical requirements of your business, and the age and specification of the server, you generally should only need one server.  If your business has less than 75 employees, based at one location and doesn’t require a dedicated web, database or application server then one medium to high specification server running software such as Microsoft’s Small Business Server 2003 should suffice.

What specifications should I be looking for when purchasing a server?

I keep using the phrase medium to high specification server in previous answers, but what are low, medium and high specified servers?  This categorisation is commonly determined by the components inside a computer, such as the processor and memory - RAM (these are what give a computer its speed), it’s hard drives (these are what decide how much data can be stored on the machine) and it’s chassis or case  (this usually which determines whether a server can have future upgrades).  Obviously the faster the processor, larger the memory, bigger the hard drives and more expandable the case – the higher the specification of the server.

The definition of a low specification server would be a Single core processor with 512MB RAM, a medium specification would have a Dual core processor with 1 to 2GB RAM and a high specified server would be likely to have a Quad core processor with 4GB RAM.

The specifications of the server you purchase should depend not only on the current requirements and size of your business but also on the future expectations of the server.  The operating system software you purchase with the server is another ‘spec’ consideration and usually dependant on the operating system of the machines on your network. In most cases this will be Microsoft’s Small Business Server 2003 Standard or Premium.

Before purchasing a server it’s important that you consult with the manufacturer or an independent IT professional to ensure you’re making the correct purchase for your requirements. I always advise my customers purchase their servers with a specification that includes a RAID card, offering fault tolerance in the event of disk failures and a backup solution to ensure full daily backups.

What are the key benefits of a server?

Most of the key benefits of a server have been answered in the above checklist but some of the main advantages businesses install a server are; centralised storage of data and emails, fully customised security permissions, centralised backups, remote working, from home and anywhere in the world with an Internet connection, 24/7 reliable hardware and software.

How much is it likely to cost?

A servers cost is dependent on it’s brand and specifications, you should be able to source a good low specification server from a well known brand for around £600 - £800 ex VAT, a good medium specified server can be obtained for around £800  - £1000 and a high specification server can range from £1000 upwards. Note that these prices do not include a backup solution.

Who should I get to install it?

Once a server has been purchased with warranty cover, it needs to be installed on your existing network with all your data and settings migrated into the new server environment. To ensure this is performed correctly from the start and to avoid any future problems, it should be carried out by an IT professional.

If you’re still unsure about purchasing a server for you business give James Fenton a call on 0845 6039726 for some free helpful advice or visit www.fenton-it.co.uk