The Benefits of Having a Server

You might think your organisation is too small for a server. Perhaps you have a staff of 5 or 10, and feel you can get by sharing files via email, USB drive or some other means.

Every organisation, no matter how small, can benefit from a server. Having a server in place while your organisation 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 and communicating as efficiently 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 much more difficult to share files throughout your company and manage who has access to those files.

For example, a server operating system allows you to designate roles for your employees. You could designate that everyone in funding should have access to the customer-funding-report-2008.xls file. This means that staff outside of funding do not have access to the file. Maybe there is a payroll file of staff that only your Chief Executive and Chair should have access to. A server enables you to limit access to only these people by assigning user names and passwords to specific files (or entire folders).

The server is the central “filing cabinet” of your organisation’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 authorised users at any time.

Server maintenance

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

Key Benefits

• Backing up: 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.
• Applications: Your server can not only share files, but can also manage access to applications. Email is probably one of the most often used applications for businesses and your server can be used to 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 such as shared calendars. 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.

Saving Money

Adding a server helps to create a better organised, more efficient and easier-to-manage technology environment. In short, you can accomplish more with fewer people.
An example is the enhanced productivity attained by Windows Small Business Server's ability to run an organisation’s website, or intranet site. Windows SharePoint Services, a Windows Small Business Server 2003 tool, enables you to create an intranet site that serves as central library for the organisation’s documents which employees can easily access and work on from their PCs. A typical organisation will save 15 to 20 percent of the time employees spend searching for and retrieving information. A huge advantage when you're running a small organisation and are pushed for both time and money.
More Cost-Cutting Benefits In addition to fostering a more organised workplace, adding a server to your organisation brings about other cost-cutting opportunities, including:

• Reduced IT spending: Purchasing server hardware and software will have a financial impact, but over time it can save you from spending even more for hardware additions and technology input to keep your current computer setup running and secure.
• Reduce office space requirements: For most of the organisations we see office space is a major issue with shelves piled high and desks crammed in. There are lease payments, utility costs and various other expenses to absorb. With a server-based office network, you have the option of shrinking your office space needs. You can enable contract workers, employees and even volunteers to work from a home office or any offsite location using the "remote" connection capabilities of a server. Remote workers are able to connect to your network to send and receive e-mail, work with files and access the company intranet site. And, while it's a good idea to schedule regular face-to face meetings with offsite workers, you won't need to provide them with desks and other onsite accessories.
• Reduce travel and delivery expenses: As mentioned earlier, adding a server allows you to create intranet sites that help employees easily find information and collaborate on projects. However, you can also share these sites with select partners, customers and clients, if you choose to do so. You can conveniently share documents, photos and other important materials — reducing the number of meetings and saving on travel. Clients using your extranet can view and print documents straight from the site.
• Preventing Costly Mishaps: Adding a server to your business provides an opportunity to reduce costs, but is also a powerful tool in holding down expenditures. A server offers more sophisticated tools for protecting your data, securing it from internet attacks and recovering it if lost. Here's how: Firewalls A firewall helps prevent intruders from gaining access to your network and important files. Damage caused by attacks from intruders can be costly to repair, or even put you out of business.
• File back-ups Keeping a back-up copy of all your data is critical. Equipment failure, viruses, power surges and other disasters can wipe out vital information stored on your computer system. With a server installed you can create and implement a data backup strategy so that you can recover your data.

Still not sure?

Contact Electroville who will help you to make an informed choice based on your specific needs. As a social enterprise our goal is to help voluntary and community organisations across Yorkshire and Humber to fulfil their potential by using technology in the most appropriate way for them. We can provide you with all your technology needs, look after you and help you to work more efficiently, effectively and sustainably.