e-skills UK Guide

Buying a PC server

Buying a PC server to help manage your files

Most business people are familiar with PCs and understand some of the basic principles of what a PC can do. A PC server is similar to a normal desktop PC but generally has a larger capacity to store electronic files. It is also normally connected to a number of PCs and acts as a central repository of business data.

Why should I bother with a PC server?

Many small businesses can easily store all of the files they need on a single PC. If you work alone with a small amount of data this is a perfectly valid route to take, and a PC server would be of little benefit.

When you start to work with other people the chances are that you will want to share documents and files – for example customer quotes or supplier agreements. If these are stored on one person’s PC then it makes it difficult to access the data if that person should be away. This can be especially difficult if you are working on a project and sharing data with a colleague.

If you are using a large amount of data – possibly CAD/CAM drawings, video files, images or databases, it makes sense to store these files on a PC server that is optimised for handling large amounts of data.

By using a PC server your data should be more secure, more accessible and quicker to access.

How much will a PC server cost?

Prices of computer hardware vary enormously and it pays to explore the latest offers that suppliers may have running at any moment in time. Typically you can expect to pay these prices dependent upon the type of server you are after:

A budget server – a no-frills computer with limited or no expansion capability and limited ability to protect your data in the event of a problem. It will support up to, say, 6 typical users. We suggest a target price of £600-£700.
A mid-sized server that has plenty of scope for expansion and which can continue to run after most kinds of failure or problem. It will support up to, say, 20 typical users. We suggest a target price of £1,800 – £2,500.

In practice there is a spectrum of servers in between and larger businesses can expect to spend considerably more. You will no doubt find that the cost will rise when you come to configure a useful machine. For example, the headline price rarely includes operating software. It will certainly not include application software, installation or support.

What features to look for in a PC Server

There are a number of key features that a PC server will have. If you do not understand these in detail and are feeling a bit confused try and get some independent assistance to help you make the correct decision.

If you want to run a business system on the server as well, you should seek advice from the system’s developer or provider because business systems can have a major impact on performance.

Here are the typical features you will need to understand when purchasing a PC server:

Processors

A processor is the “brain” of the PC server. The better the processor then the faster your PC server will work for you.

A budget server will use a single processor without any option to add a second.

A mid-sized server will have two processors with the ability to run on just one if one of the processors fails. The ability to add further processors would be useful but, in practice, companies rarely upgrade processors after a server is installed.

Main memory

Memory is the thinking space for the PC server. The more memory, the more room to think and the faster the server will perform.

A budget server will come with 512Mb of main memory, although 1Gb would give a significant performance boost for most applications.

A mid-sized server will have a minimum of 2Gb of main memory. Look for the ability to expand to at least 8Gb.

When checking expansion capability (the ability to extend the power of the server), ask how much main memory can be added to the supplied configuration. Main memory is fitted into slots. The way it is configured in a supplied configuration might mean the processor can no longer accommodate the theoretical maximum amount of main memory without replacing the memory you get to start with.

Disk drives

These are used to store your files, images and data. The bigger the disk drive, the more you can store on your server. Most small businesses will be fine with between 80Gb and 150Gb.

A budget server will come with a single disk drive of between, say, 80Gb and 300Gb. It will probably support an additional disk drive.

A mid-sized server will come with, say, 4 drives of between 80-700Gb each. You should expect the server to support at least six drives, preferably more. It should also support several options that allow the server to continue without interruption even if one of the disk drives fails.

Removable media

You will need a CD/DVD drive in order to install software on the server. A writeable drive can be used for backup purposes.

If you get the option to add a diskette drive, you should take it - just in case. But you’re unlikely to need it.

For a mid-sized server, you should consider adding a tape backup unit and supporting software.

Power

A budget server will fail if there is a failure in the power supply or a power interruption.

A mid-sized server will come with options for providing power in the event of a supply problem. You will need to consider how vulnerable you may be to power problems and configure your server appropriately.

Operating software

This is likely to be a significant part of the overall cost of the server. Make sure it is included in the price you pay or that you budget for it as an extra. If you intend to run business software on the server, check what licensing you need with the developer or supplier. Typical software on a server would be a product bundle designed for a small business. Other server software, although designed for home/consumer use, may be useful for a small business and be a bit cheaper. You may also need to consider other software such as email products like Microsoft Exchange or Lotus Notes.

PC server support

Consider buying on-site support. Failures should be rare, but you will be without a potentially key item of equipment while you are waiting for the server to be repaired. Think about whether you need cover outside normal hours.