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Reasons to Consider a Server

In 2009 over 50,000 businesses were started in New Zealand and 98 percent of these were small businesses.  (source: Statistics NZ www.stats.govt.nz)

Many businesses start trading with business plan and a couple of computers.  A technology plan is often not considered.  As time passes, more techie gear is added and before you know it, you are at the mercy of a technology circle that does not perform well and is at risk of information loss through a lack of a structured filing system or backup capability.   The need to have access to your information and systems wherever you are, not just at the office, is often the trigger to look for alternatives.

It is about now you will be investigating a computer server.

A server is a special computer and operating system designed to tie the different technologies in your office together into a smooth, streamlined system.  The server hardware is more robust and has better specifications than a normal computer.  The operating system provides features not found on a personal PC or lap.

Following are 10 features and benefits to think about when 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 and centralized information resource, rather than working on documents that are filed on various PCs, reducing the risk of creating multiple versions and misfiling and losing documents.

3.    Having one source for templates and documents reduces the risk of your brand being 'personalised' by employees (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. You can prevent users from keeping files on their workstation or laptop so in the event of a failure of a PC or laptop, nothing is lost.

5.    Control access to files or software for all users. 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, shared calendars and tasks. Webmail can enable authorised employees to access e-mails from any computer worldwide with an internet connection or mobile phone that supports email.

7.    Added security can be installed to:
•    Scan all e-mails in / out for viruses & spam.
•    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.    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.