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12 Reasons to Consider a Server

Many businesses start trading without a technology plan - perhaps just with a PC, a modem and a printer. As time goes by various elements are added - another PC here, another printer there. Before you know it, you are at the mercy of a technology community that doesn't communicate or perform well and is a high risk for information loss through a lack of structured filing or backup capability. The last straw before looking for alternatives is often the realisation that information and systems should be available to you wherever you are, not just at the office.

About now, you'll be investigating a computer server.

A server is a bit like a warehouse that holds and distributes information and services to outlets (computers and other devices on the network).

Distribution and other functions are controlled by the server operating system. Most often this is Microsoft Small Business Server 2003 or Windows Server 2003.

Following are 12 reasons for considering a computer server:
1.    Easily expand the network with no disruption to workflow. Simply connect new computers and resources as new staff come on board or as your business grows.
2.    Any number of staff can work from one shared information resource, rather than working on documents that are filed on various PCs, reducing the risk of creating multiple versions and misfiling.
3.    Having one source for templates and previous documents reduces the risk of your brand being 'personalised' by employees (ie different colours, multiple fonts, different layouts etc).
4.    One centralised structured filing system means less time in training new staff and less time figuring out the filing methods of departing staff.
5.    Authorised users can access files and documents on the server from their laptop or other computer when they are out of the office.
6.    Internal communication and efficiency can be improved with server-based e-mail, contacts, calendars and tasks. Webmail can enable authorised employees to access e-mails from any computer worldwide with an internet connection.
7.    Added security can be installed to:
•    Scan all e-mails in / out for viruses.
•    Safe guard against hackers accessing files on the server.
8.    Backups can be swift, automated and centralised. In the event of needing to revert to backup, only one system needs to be restored.
9.    For extra data security, mirrored drives can be installed - all data is automatically stored in two places as you work.
10.    All software is installed on the server, so upgrades take place on one machine for the entire network of users.
11.    Printers become a shared resource with control of drivers and access being maintained via the server.
12.    Set up appropriately, an offsite administrator or computer support company can access the server and undertake most support jobs without needing to travel to site, saving time and money.

Any business that is experiencing growth or has a plan to grow has many good reasons to consider a server. And one final piece of advice: Along with the hardware and software, consider a monthly maintenance plan that ensures your server is well maintained. This will be one of your most critical business resources and it is essential the server functions effectively.