More and more of our managed services customers are moving all aspects of their network and systems to the cloud. Fortunately, we are seeing less and less that are scared of it and ready to take the plunge. Check out the information below - we tried to simplify the answers to questions about servers and how they work…
What are servers and why do I need one?
Imagine a large gated home and how to keep it’s grounds looking good while making sure you know who is working on your property. Think of a business’ computers like the sprinkler heads around the property and it’s employees like the landscapers that come to service the property. The sprinkler system control box sets the schedules for watering, organizes the sprinkler heads into zones so that the system doesn’t get overloaded, tells the valves when to open at each zone, and offers additional options for scheduling and maintaining the system as a whole. Without the control box to get things moving, you’d just end up with sprinkler heads that don’t do anything. The control box also uses password protection to limit which landscapers can access which parts of the system. It’s really quite simple: the control box in the back shed is acting just like a server in a business.
In a typical SMB (small- to medium-sized business), the same concept applies: work needs to be efficient with high morale to “keep the grounds looking good”. Critical data needs to be protected so that you know “who is working on your property” (and what they are doing and allowed to do). That’s where your server comes into play - it’s not just to store your files.
In a typical SMB, servers are generally used for the following:
Controlling Computers and Employee Access: connecting to the computers on the network for quick access and troubleshooting; and managing usernames and passwords for all of the employees so that their access can be tracked and limited to only what they need to see and do
Shared Software Applications: housing the database for software applications, Think of 3 different computers using Quickbooks - the database is held on the server and the individual computers can work simultaneously on the same database held on the server
Storing Important Office Documents: creating a central location to store all those Word and Excel files that are used everyday
Creating a Central Location to house Critical Data: keeping critical data in one place makes it easier to back it up in case the server fails or there is theft, damage, etc.
Other Management Functions: housing a system to managing printing, antivirus, or other systems that are used to manage devices or employees within the business
What is really in a Server?
Servers are basically the same as computers, they just have more space (bigger hard drive), more processing power (bigger processor), and typically stronger hardware components that are designed to run and last longer than most computers. The only real difference is that they use a different operating system - your computer uses Windows 10 or 11 while a server uses Windows Server. The operating system is designed to manage all the items in the bullet points listed above.
Think of a server and it’s components like this:
XXX # of RAM (ability to manage multiple functions at once)
XXX # of Processor (speed at which it processes commands)
XXX # of Hard Drives (available space to store data)
This Seems Scary - what if my server fails?
Servers are expensive and ultimately become the brain of your business. Along with networking equipment (modem, firewall, etc.), they are often the most critical aspect of your business operations and you can’t operate if they fail. In our experience, server health and efficiencies along with concerns about reliable backups of critical data are the most common concerns among business owners and managers.
Hopefully, you are working with a reliable IT service provider that manages off-site backups and a disaster recovery plan so that if your server does fail (hard drive failure, theft, damage, flood/fire, or some other problem), you don’t lose any critical data and can get back to work quickly. If you aren’t, then you could be in real trouble.
“But I dont want to get in a Bind so i better buy a new server pretty often!”
While some sellers claim that their servers should be replaced every 7 to 10 years, waiting that long can make both you and your IT service provider pretty nervous. In reality and if you are in a growing, thriving organization, you will likely need a new server much sooner than that because you will add data, users, and software that require faster specifications and more space, processing, or RAM than your existing server can handle.
What if My Server Fails Regulatory or Security Requirements?
Not only are hardware features and specifications changing faster than end of life replacement time frames, security and regulatory requirements are changing as well. Server security settings, data protection laws, and other industry security requirements can affect your ability to continue using your existing server and often require you to purchase new network and server components. Examples include data encryption requirements, email security changes, DoD certification requirements, and more…
How can I avoid the hassles of maintaining, protecting, and purchasing servers?
Seras IT’s goal is to eliminate the need for our customers to call us for un-scheduled service visits - please see more about this at https://serasit.com/complete-managed-services . Our program includes a strategy for servers. We still have some customers that for some reason refuse to use web or cloud based services and that means our team still has to manage end of life and hardware issues for servers.
The good news is that most of our clients have moved to “cloud” or web based servers - after all, the internet is just a collection of servers spread across the world. The great news is that using cloud based systems continues to get easier: if your business operations require a server (or device that uses Windows Server operating system), we can now go online and build your server the same way we would fill a grocery cart at the store.
After reviewing your business’ requirements, our engineers go online and select the correct amount of (remember these from earlier?):
XXX # of RAM (ability to manage multiple functions at once)
XXX # of Processor (speed at which it processes commands)
XXX # of Hard Drives (available space to store data)
Instead of purchasing a physical piece of hardware that is placed in your office, you are able to pay a monthly fee to use Microsoft’s (or some other vendor) servers based on how much of each feature you need. When things change and something different is required, there is no longer a need to replace your server - we just go online and increase or decrease these features to meet your new requirements.
Think about it like cable TV. You could purchase a dvd player and constantly replace your collection with new movies and then replace your dvd player when new technology arrives; OR you could get service from a cable TV provider - maybe starting with the basic package. If you need more channels, you just call and have them added to your account. This is the same way we setup cloud based servers - adding more channels and making adjustments to your program when they are needed.
Get Everything in the Cloud!
Eliminate any hardware that houses/stores protected data from your physical office so that you can avoid the physical access controls required by HIPAA, GLB, and more
Eliminate the downtime associated with replacing servers and the surprise costs associated with purchasing and installing new equipment
Eliminate the risk of sudden hardware failure or theft, damage, etc to in-house servers
Add to your business’ systems and software applications without roadblocks related to hardware limitations on your in-house server
Move offices, work remotely, and get access to critical security controls AND business software applications from anywhere with an internet connection
Eliminate costly backup services and rely on your cloud-based vendor for this as part of your monthly program with them
Stay current with the latest technology related to speed, security, and efficiencies without having to plan for large hardware upgrades
