Why do I need a server?

If you are approaching 10 members of staff, then you should be considering upgrading to use a server. This paper answers the common "why do I need a server?" questions for you.

Why can't I just use one of my PCs as a central file server?

Windows XP is not designed to be used as a file server and while it is happy for a few people to connect and share files occasionally, it has a built-in limitation so that no more than nine people can connect to it. Your PC will also slow down whilst other people are using files on it. More importantly, if you are storing all of your data on a PC that is being actively used every day, you are significantly increasing the risk of virus infection or data corruption on the only copy of your data.

What are the advantages of a server?

Robust File Storage

A server is a PC that has been designed to run 24 hours a day and to provide many users both on your network and away from the office with access to your data. A server will provide a single central location to store all of your data. Data can be arranged in folders, sensitive data can be restricted to key staff only and all of this can be controlled with a server.

Backing Up Your Data

It is simpler with a central server to make sure that all of your data is backed up. Data can backed up to tape or other storage formats that can easily be carried off site, and can also be copied to a second machine so that, if your server were to fail, you could be up and running within minutes instead of days.

Email Server

With a server you can run Microsoft Exchange. Exchange is a network email tool that provides full office email facilities including:
• out-of-office assistant enables you to automatically send an email reply when you are not in the office
• email groups will deliver an email from a client sent to sales@mycompany.com to be delivered to a group of users
• shared contacts enables all staff to access a central list of contact names, addresses and email addresses
• shared diary enables all staff to access each other's diary to see and/or add appointments

Can I work from home?

Yes if you have a server. A server includes a number of tools to enable you to work from home or anywhere on the planet. A VPN link allows you to access the files on your server and to use Outlook and see exactly the same emails, contacts and diary as if you were in the office. Outlook Web Access is a web-based tool that enables you to access your emails in a web browser, such as Internet Explorer, from any PC on the planet that has an internet connection.

How much does it cost?

Prices do vary according to your needs, but a basic server costs around £1,500 and installation and configuration costs are around £2,000 to £2,500, depending on size of network and complexity requirements.