A case for buying a file server
By Dick Archer

If your practice has two or more PCs, it’s probably time to consider adding a dedicated file server.

Even if you’ve already linked your office PCs together using some form of peer-to-peer network, a server may result in additional benefits you hadn’t considered, such as consolidating critical practice data into a single location, automatically managing the backup of this data, and providing remote access to it from your home office.

PEER-TO-PEER OR SERVER-BASED NETWORKING?

Peer-to-peer (P2P) networking involves connecting two or more workstations together so they can share resources, such as files, printers, and fax modems. With this type of networking, you have no central server, so important data files get left on individual workstations, which results in some major security risks.

Server-based networking, on the other hand, consolidates all shared and mission-critical files onto a single dedicated file server that is not used as a standard workstation.

Workstations are normally located in publicly accessible areas of your office, such as the reception desk or treatment rooms. Although convenient for workers, this setup makes them easy targets if your office is hit by a smash-and-grab type of break-in.

With P2P networking, your sensitive business and patient data is only as safe as your office workstations. Adding a file server to your network allows you to store your server — and the valuable data it contains — in a secure location, out of public view.

One of the most compelling reasons to upgrade to server-based networking is data security. Server operating systems typically allow the administrator to control data access user-by-user at the file level. Since P2P networks are a collection of workstations, security is limited to that offered by typical desktop operating systems, such as Windows XP or Windows Vista, and these products only offer sharing at the folder (directory) level.

As a result, management of the file-sharing strategy is unnecessarily complex and often leaves important files exposed to unauthorized users.

Another shortcoming of P2P networking is PCs that store shared data must be turned on in order for others to access the information. This often means staff members share log-in information, and this leads to unintended access to unshared information.

Even the smallest businesses have a moral and legal responsibility to protect payroll, human resources, and other sensitive information from misuse, and the file sharing schemes used in P2P networking just don’t provide the level of control necessary.

PROTECTING YOUR DATA

Along with physical and logical access, backup is also an important part of any data security scheme. Regular and dependable backups are difficult to manage when the data is stored on multiple P2P desktop PCs because even the most sophisticated backup software can’t back up a PC that is turned off.

Once you move your critical information to a file server, regular automated backups can be scheduled to take place during off hours. And since the office staff doesn’t typically have access to the server’s operating system, it’s unlikely anything will “interfere” with backup.

Even if the office network is down, a file server can faithfully back itself up to tape as long as it has power.

To further improve security of your data, servers can (and should) be configured with “mirrored” hard drives (sometimes called RAID-1). This scheme uses two hard drives to automatically store a duplicate copy of your data.

If one of the drives suffers a hardware failure, the other drive takes over without interrupting office activity. After a technician replaces the failed drive, the “tech” runs a utility to “rebuild” it with an exact image of the good drive and restore mirrored operation.

Mirroring server drives is one of the least expensive, yet most effective insurance policies you’ll ever buy, and you should demand it in any server you purchase.

ACCESSING YOUR DATA

In this day of “mobile everything,” remote access to your business and patient information is almost a necessity. While this can be accomplished with workstation applications, such as pcAnywhere, GoToMyPC, and Windows XP’s built-in remote desktop connection, secure remote access is a standard feature of most file-server operating systems, and remote users are subjected to the same access restrictions and privileges as locally connected users.

And since a file server typically runs 24 hours a day, seven days a week, your remote access isn’t dependent on whether or not someone remembered to leave a workstation turned on.

OBJECTION(S) OVERRULED

In the past, one of the main deterrents to server-based networking has been the complexity of server operating systems, but this is rapidly changing. Once installed and properly configured, Windows Small Business Server 2003, for example, requires about the same day-to-day technical expertise as Windows XP or Windows Vista.

Microsoft released a “server appliance” product called Windows Home Server (WHS) that provides many file server features with no human intervention. In fact, the device doesn’t even require a keyboard, mouse, or monitor — just plug it in and you’ll have an instant file server.

Although WHS is primarily intended for homes with multiple PCs, small (less than five workstations) business owners can use it as well.

Of course, there are non-Microsoft operating system options, too. If your office is Linux-oriented, Ubuntu released Version 7.04 of its server software and claims it can be installed in about 15 minutes. If your practice uses Apple computers, you can build your server around Mac OS X Server software.

A traditional objection to file servers has been the cost of hardware, which has often outweighed the benefits for many small offices.

Fortunately, technology advances are making low-cost, easy-to-operate servers available to offices that wouldn’t (and shouldn’t) have considered them just a few months ago.

Hardware for a small business server can be purchased for less than $500, and the software costs approximately another $500, so your entire package comes in around $1,000.

SELECTING A SERVER

When selecting a server, keep in mind it will be responsible for delivering and protecting your most valuable data. It will also be asked to run 24 hours a day, so this isn’t the place to pinch pennies.

Buy a brand you know from a supplier you trust, and be sure you purchase an on-site, extended warranty. These usually come in a variety of levels — next business day response, four-hour response between 8 a.m. and 5 p.m., and four-hour response, 24 hours a day. It will be up to you to decide how long your office can afford to be down if the server fails.

On the other hand, servers for small offices don’t have to break the bank. Inside, low-end servers are actually little more than robust desktop PCs with a tape drive added. You’ll want at least 1 GB of memory (2 GB is better) and at least a 2.8 GHz Pentium IV processor, but those are pretty standard configurations.

You won’t need the options found in large enterprise servers, such as redundant power supplies, rack-mountable cases, or autoloader-style tape drives. Just be sure your internal tape drive has a capacity at least as large as the storage capacity of your server, so you won’t have to change tapes in the middle of the night.

In summary, if your office isn’t networked or if you are still using a P2P network, it’s probably time for a change. Consider adding a dedicated file server to your suite of office tools to improve data access, security, and usability.

Dick Archer is a freelance writer and IT consultant who has been involved with computer hardware and software for more than 30 years. His industry IT experience includes forestry, LTL trucking, document imaging/archiving, and general accounting/distribution applications. He can be contacted by e-mail at rja@disenointl.com or through the Web site, www.disenointl.com/digital/.