Tips for buying a computing server

Is it Time for Your Business to Have Its Own File Server?

Considering the cost of even the most basic server, which can run into thousands, it’s wise to assess whether you can manage without one before purchasing. For example, configuring an existing computer to double as a server is possible—and small businesses often use cloud computing services that are more flexible in terms of customization and do not require equipment purchases. Peer-to-peer services like Dropbox and Google Docs also allow employees to share files securely over a network for free.

However, having an in-house server certainly has its advantages. It provides security for your network and the ability to control all your data at any given time. If you opt to host your own server, your office must be ready to provide a physically secure location to protect against potential damage from overheating or physical theft. Additionally, staff must be assigned to manage server permissions—essentially, individuals designated to regulate who can access information on the server. While this role is typically fulfilled by an IT department in larger organizations, it can be handled in a smaller business by someone with advanced technical knowledge.

Keep in mind that your servers are the eyes and ears of your network system, and sensitive information could be at risk in the event of a breach. Carefully evaluate your options, including alternatives such as cloud storage, and choose the approach that best matches your business needs and budget. If the time has come to purchase, consider the following tips from John Engates, Chief Technology Officer at Rackspace, a file hosting company based in San Antonio, Texas.

Find the Right Fit

There are different types of servers for a variety of needs, so assess your business requirements accordingly. What do you need your server to do? If it’s only for basic file sharing, you could configure a wireless hard drive to share files among employees in a small office. Most small businesses only need a server in the form of a Network Attached Storage (NAS) unit that connects to Ethernet. Examples include the Netgear ReadyNAS, priced from a few hundred to thousands of dollars, the Drobo unit, which also varies in price depending on scale, and the Lenovo ThinkServer TS200v, starting at $349.

Consider Renting

Engates notes, “Generally, most people are moving away from purchasing physical servers and toward the cloud. But if you have very specific security needs—perhaps some directives from a government organization require that data must not leave your office—this might justify having a server.” Many companies rent data storage space to clients for a monthly fee and provide maintenance services. Rackspace offers dedicated and cloud hosting services, with fees based on a sliding scale according to your network’s precise needs.

Anticipate Future Growth

Buying a file server with sufficient RAM and hard disk space is similar to buying an ordinary computer. However, you should consider how many people will access your network. “If it’s one or a handful, you can get away with a very small server. If it’s a dozen, a hundred, or more, you’ll need a server with more processing power, memory, and perhaps even greater network capacity to manage traffic.” Additionally, factor in hard disk space when calculating network users. “Disk space is usually straightforward for most people to understand, but consider the current amount of space you use, the speed at which data volume is growing, and other important considerations. You don’t want to size it for today’s needs—you want to size it for six months, a year, maybe even two years down the road.”

Ensure Your Server Can Handle Heat

We’re all familiar with the loud noises of a typical desktop when its internal fan activates to prevent overheating. This often happens with smaller servers, especially when a dedicated air-conditioned room is not available to mitigate the impact. Conduct online research and speak with your customer service representative to ask specific questions about the likelihood (and frequency) of overheating. Engates explains that an advanced server can detect overheating and shut down to prevent damage. A server from an unknown manufacturer may lack this thermal sensor protection mechanism.

Choose a Provider Specializing in Small Business Servers

Dell and Hewlett-Packard offer excellent customer service support for local file servers. For the best results, unless your staff comprises networking experts, purchase your hardware from a reputable company specializing in small business support and able to issue a substantial service contract. This ensures 24/7 customer support if issues arise. However, if you already have an in-house IT team, this may not be necessary. “There are generic servers without a brand name. They’re essentially nameless general servers that may sometimes cost less. Obviously, you won’t get the same service contract as you would with a big-name brand, but if you have someone to help in this area, you may not need that service contract.”