Server Management

Some of you reading this already know the benefits of server-based computing and use servers in your business. Some of you might think your business is too small for a server. Maybe you’re a solo entrepreneur, or your business is just starting up. There might even be a few of you — with a staff of 5 or 10 — who feel you can get by with sharing files via email, USB drive or some other means.

However, every company, no matter how small, needs a server. Having a server in place while your business is in its early stages will ensure you are ready for growth. Using a server, instead of other means of sharing, will ensure you are operating your business and communicating as productively as possible.

What Is a Server?

A server is an important part of a network that does a number of critical functions, which can include:

• Control who has access to network data through user names
• Provide shared access to files
• Provide central email and collaboration management

If you are not using a server, it is very difficult to share files throughout your company and manage who has access to those files. For example, a server operating system — such as Microsoft Small Business Server — allows you to designate roles for your 50 employees. 5 of them could be in accounting, 10 of them in sales, 5 in support and etc. If you designate everyone in sales to have access to the customer-sales-report-2008.xls file, staff in support would not have access to that file. Maybe there is a payroll file of senior staff that only your Chief Financial Officer and director of Human Resources should have access to. A server enables you to limit access to only these staff by assigning user names and passwords to specific files (or entire folders).

In regards to file sharing, the server is the central “filing cabinet” of your company’s information. If individual users save files to their individual computer hard disks, the files are not reliably or easily accessible to others. With a server-based network, if the local computer is turned off, you can still access the files. If something goes wrong with an individual computer or if it becomes very slow due to low memory (hard disk or RAM), your access to the file could be affected. Storing files on the shared server ensure they are more secure and accessible to all authorized users at any time.

Server Maintenance

Since your server is such an integral part of your network, it’s important that you work with an expert to ensure it’s maintained. In the same way that you regularly maintain your car, your server needs regular maintenance too (although definitely not as much as your car). Some recommendations include:

Security

• Make sure your server is updated with the latest patches for its operating systems.
• Ensure your server’s firewall is properly configured to be as secure as it needs to be.
• Your anti-virus and other software need to be updated on a daily (if not more frequent) basis.

Hardware

• A server with low hard disk space is a slow and progressively unresponsive server. Make sure your server has plenty of hard disk space.
• Your server’s RAM is very important. You can almost never have too much. If you don’t have enough memory access you server’s response time is going to be slow and become unstable.

More Benefits…

Backup

Having your files stored on a server can make it easy to back them up. Your server should be set to backup your data on a daily basis. If your data backup needs are more critical and/or change more often, back up your data more often.

Your backed up data should be stored off-site and not in your home. Since most people live no more than an hour from their business, if a disaster strikes your corporate office it could also affect your home. Instead, consider storing your data off-site, far away from your city, via the Internet, through online backup services.

Applications

Not only can your server share files, it can also manage access to applications.

Email is probably one of the most often used applications for businesses and your server can be used manage your company’s email system. Depending on the email program you use, for example Microsoft® Exchange, you not only have email but also advanced collaboration features.

Databases are another very popular use of servers. Maybe you need to manage a large (or small) database. Hosting this database on a server is the right thing to do so that users can easily share the database data.

If you don’t have a server, contact your local technology consultant or computer vendor. They will be able to give you a technology audit to guide you into the type of server you need, how best to configure your network and they can review your entire technology needs and help you create a technology plan for what are the best solutions for your business.

About Ramon Ray

Ramon Ray, Technology Evangelist, is the editor of Smallbiztechnology.com and author of Technology Solutions for Growing Businesses (Amacom).

He has written thousands of technology articles and news items for Smallbiztechnology.com and other media including: Inc. Magazine, New York Enterprise Report, Black Enterprise Magazine, CNet, Var Business, TechTarget, Entrepreneur.com, Small Business Resources and others. He has also written for technology vendors including Microsoft®, FileMaker®, and Everest.

Ramon is more than "just" a technology writer. As a former small business technology consultant, he has years of hands on experience in building networks, installing software, upgrading computers and supporting the technology that small businesses use on a daily basis.

He is often quoted in the media, including the New York Times, San Francisco Chronicle, Entrepreneur Magazine, Inc. Magazine, WCBS Radio, Crains New York, National Federal of Independent Business, Small Business Advocate Radio Show, Wells Fargo Small Business Roundup, Tech Talk with Craig Peterson and Smart Money.

Ramon has brought his unique does of humor, technology insight and practical advice to many events, including the United States Small Business Administration Service Core of Retired Executives' "Strategies for Succeeding in Business", Inc 500, PC Expo, Internet World, American Woman's Economic Development Corporation, Business Development Institute, and SMB Nation.

Small Business Summit 2006, 2007 and 2008 were co-produced by Ramon Ray, in addition to his series Taste of Technology @ Lunchtime.

Ramon is a member of Manhattan Chamber of Commerce, serves on their Board of Directors, and coordinates their Technology Committee. He is a Brain Trust Member of Jim Blasingame's Small Business Advocate Radio Show. He is an expert on CNBC's The Big Idea with Danny Deutsch.