Should we get a server?

We are trying to figure out whether to upgrade to a Microsoft SBS server or continue on with our workstation setup. Any advice would be much appreciated!

We are a NPO of 5 members, we bring on 4 interns each summer, and we are planning to expand to 12 permanent staff over the next few years.

We will get a more robust firewall regardless, and have remote data storage already set-up.

We are not so concerned about people being able to work remotely, although we are concerned about increased security risks as they are more computers around the office. We share some database files, although we would not use the e-mail exchange feature. We've heard a lot about the server crashing, which is a major concern of ours.

Please let me know what you think!

Yes on server.

If you add the server you get some advantages.

1. Shared file store with security. With the file shares on the server you can give each user access to just the group of files they need and block access to people who shouldn't have access. Very granular control of who has access to what files and directories.

2. One place for data storage. With the file store on the server (hopefully with raid storage for reliability) you only have one area to backup user data. Now your remote data storage can be used to backup the server data, your users access all data quickly on your internal network.

3. User management. With the server you can create the user on the server and if the user moves from PC to PC they can log in to any of the PC's and have their environment. When you add users you add them once on the server and you don't have to run to each PC to set up user credentials. If some one quits or is discharged one change on the server locks the user out from all PC's.

4. Group policy management. Don't want the interns making changes to the PC environment. Use group policy to lock down the PC configuration and you don't run the risk of the user making the desktop scheme hot dog stand for their color choice.

5. I've got SBS running on an HP ML350 server for about 2 -3 years now and the only unplanned outages I've had is when the power fails and the UPS runs out of battery.

6. Even if you don't use exchange for email now, that allure of group calendars may get you there in the next year or 2.

7. Share point gives you allot of options for an intranet with discussion boards, shared calendars, and document management.

Dave

I would second all of Dave's positives in having a server. I also wouldn't worry much about the reliability of the server. We don't run SBS, just Windows Server, but our older of the two servers has been around for five years without a hiccup.

The one thing I would add is to make sure you have the tech expertise available to set up and administer the server. If you don't currently have anyone on staff with these skills, you might want to consider using a consultant to get you set up and started, and then get some server-specific training for the staff member who'll be in charge of server administration.

I would second Mike's advice about having the necessary expertise for setup. I got SBS 2003 a couple of years ago; everybody said it was so simple to set up. That that is true only if you already know what to do. The worst part of setup was the installation, which gave a a series of choices, "A or B?" It seemed that every time I made a choice, let's say "B," SBS would tell me in the next screen that my choice was not allowed, but it did not give any way to go back to choose "A." I had to start the entire installation over many times, as I encountered the problem in many stages of the installation. I was not going into this blind; I bought a Microsoft book, and I read all kinds of web fora and tutorials. All of very little value for the hands-on experience. Wasted a ton of time. Lowered my low opinion of Microsoft. Finally I got someone who knew what to do, and it was easy for him. I've been mostly on my own for administration, and no disasters, but it would be better to have a lot more knowledge than I have, and I don't have the time to acquire it.

A server, and maybe SBS, may help with your projected growth in staff as far as management and security goes.

But on the other hand, while many consultants are quick to say you should have a server, I have not heard you say anything about problems that a server will solve for you. Is your security concerns about staff or outside access to your systems?

Crashing is a potential problem for any computer that is not an "IF" but a "WHEN" situation. The problem is that we are lulled into not worrying about it because the machines can go for many years without a problem. But it sounds like you are going to have a good backup system so that should be less of a concern.

I think you are aware that moving to a server does create a single point of failure, so if you need your files to work and the server goes down, then you can't work. This is one reason why servers are usually better machines than regular PCs.

It's hard to give you the best advice without knowing more about your resources to make the switch to a server environment (some things easier, some things harder). But the main thing I ask clients to think about is simply what are the reasons for upgrading or not.

Centralize everything while having redundance on all hardware for 24 by 7 uptime. One backup, and server hardware cost less than $300 for a complete 1U in most place. Cheap server!

I would second (or third) all of David's advantages.

But you can get most of them through cloud computing, like with Google's Docs or Zoho, but without most of the tech support demands.

I know Google's stuff the best, and it allows remote data access, file sharing and collaboration, PC-independent user settings and access, group calendars, private or public discussion boards, data security, etc. You are

And you don't have to worry about backups, configuration, patching, upgrading, the whole bit.

The only downsides I see is that Google Docs doesn't offer a very powerful wordprocessor or spreadsheet (yet). Zoho is supposedly more powerful. But there is nothing keeping you from installing MS Office or even OpenOffice on desktops for production documents. Zoho, Docs and OO are all file compatible with MS Office.

And I guess there are no group policies as such, but that might not matter to you.

Just a thought. Good luck!