So You Want to Buy a Server?

Many NPOs think they need some sort of server (or additional servers), but are stumped about what to actually buy. A server can be costly, and it's important to make sure you're getting the computer that will serve the needs of your organization.

A server is essentially a computer on a network that provides services to other client computers. TechSoup has a number of articles that describe the different kinds of networks and server applications. (See Networks 101: Client/Server Networks and Networks 101: An Introduction to Server Applications for details.)

Do You Need a Server?

But before you think about what type of server you might need, consider whether you really need a server at all. Sometimes a volunteer, a consultant, or a board member will recommend that an organization purchase a server, but it's worthwhile to ask some questions about your organization's needs and resources to make sure that a server is the right choice.

Have you recently lost, misplaced, or forgotten important files or data, or are you worried about this happening?

Servers are usually more reliable and robust than desktop computers, and are much less likely than a desktop computer to lose data due to hardware failure. Also, a central server can simplify data backup. Many organizations only back up their server. There is a saying common among computer geeks: "If it's important enough to back up, it's important enough to put on the server." Keep in mind, however, that just having a server and back-up system does not mean that staff will use it. You need to put some time and effort into training users how to use the server and manage their computer files.

A central server can also be a convenient place to store files many people in the organization need to access. By keeping all these files in one place, you not only simplify back-up, but you make it easier for users to actually find everything they need.

Do you have security concerns about your data?

Unlike many desktop operating systems (Windows 98 being a prime example), server operating systems have much more robust security features. For example, all users need to have valid usernames and passwords to access data. Again, make sure you set aside time to train staff on how to use and access the server.

Are your workstations getting bogged down by trying to handle too much? If you're using a peer-to-peer network (see TechSoup's article Networking 101: Peer-to-Peer Network.) to handle such tasks as files sharing and printer sharing, users may notice performance suffering as their individual tasks, such as opening documents in word processing programs, compete with requests from peers for files or printers. Peer-to-peer networking is designed for a small number of computers, and as your organization grows past 15 or 20 machines (or more or less depending on how you use them), you might want to consider a client-server network.

Is your organization expanding quickly?

As an organization grows, its network requirements increase, too. A client-server network can give you the flexibility and scalability you'll need to handle the increased demands on your network resources. For example, you may want to add servers to handle increased traffic or buy servers to handle specific tasks, such as Web hosting or e-mail, rather than hosting them on a single server computer.

What Server Should You Buy?

First ask how your organization intends to use the server. Is it just for backup and file sharing, or do you want to handle other tasks such as databases and e-mail?

Once you have some idea of how you intend to use a server, you'll know more about what to look for when you buy. A server for a small office that is only going to be used to share files and run a back-up program does not need to be as robust as a server that will also run your database application and your e-mail system.

Generally, the more your organization will rely on the server for day-to-day work, the more robust and high-performance it needs to be. Often, specialized server software such as databases or e-mail servers will have recommended hardware configurations. If so, get a computer that meets or exceeds these specifications.

Server Features and Specifications

Any good server should have redundant components and be built more robustly than a desktop computer. Reliability is very important, because in a client-server network, if the server goes down, the clients may find it difficult to get any work done at all.

In general, a server should have multiple hard drives, the ability to support multiple processors, support for larger amounts of RAM than desktops, and fast network cards. It may also have redundant power supplies, redundant drive controllers, and a tape drive or other back-up system.

The presence of multiple hard drives is probably the most important feature. With multiple hard drives, it is possible to set up the computer so that a copy of each piece of data is kept on separate drives. That way, if one hard drive fails, no data is lost. This kind of setup is referred to as a RAID (Redundant Array of Inexpensive Disks). (For more information on this topic, read this introduction to RAID storage systems .)

There are many types of RAID systems. Generally, the faster and more robust they are, the more they cost. At the low end, Windows 2000 Server provides support for software RAID. Software RAID allows two drives to mirror each other, so if one drive fails, the data is still secure on the second drive. At the high end, there are dedicated hardware RAID controllers that can support up to 15 drives. In this setup, the hard drives are almost interchangeable, and it is often possible to switch out broken drives without rebooting the machine or interrupting service to users.

For a small office that is just using basic file sharing, a software drive mirror will provide reasonably good performance and a high level of data security for a minimal cost. For servers that are intended to provide additional services where reliability and performance are critical, some form of hardware RAID is highly recommended.

The number of processors you'll want in your server -- as well as the processor speed and the amount of RAM -- depends on how you want to use it. File service doesn't need much horsepower, and a single mid-range processor with 256 MB of RAM should do the job. But for servers that are going to be handling large amounts of data, such as databases or e-mail, you'll need something more powerful. Consider buying a server with multiple high-end processors (anywhere from two to four) and 512 MB to 1 GB of RAM.

Redundant components such as power supplies and drive controllers are only necessary for servers that are mission-critical, that need to be up and running 24 hours a day, seven days a week, year after year. By getting a server with redundant components, you minimize the risk that the server will ever stop running. Even if a major component fails, you'll have a backup. This kind of reliability can be very expensive, and any such purchase should be considered carefully.

Where Should You Buy a Server?

Generally, TechSoup recommends purchasing a server from a large brand-name computer company, such as Dell or HP . These companies produce reliable machines and can provide around-the-clock tech support, often including on-site service.

If server reliability is critical to your organization, fast on-site tech support may well be worth the additional expense of a name-brand machine and service contract.

Server Operating Systems

You can't do much with a server without an operating system to run it. Desktop operating systems such as Windows 98 or XP aren't as reliable and don't have the features necessary to fully support server hardware.

For most organizations, Windows 2000 server is the right choice. Available at a low cost from TechSoup Stock, this software is reasonably easy to use, powerful, reliable, and it will provide basic file sharing and print service out of the box. Other options include Netware, Linux, *BSD, and Macintosh OS X Server. See TechSoup's article, An Introduction to Server Applications , for more information about server applications, including network operating systems.

Some organizations may want to consider Open Source server software, provided they have the technical expertise necessary to install and support it. All Linux and *BSD distributions come with file-sharing and server capabilities built in, useful if you intend to standardize on Open Source.

There are many Open Source options for server applications, as well: SAMBA allows Windows clients to share files; MySQL is a popular choice for database serving; Apache is a well-known Web server application; and SendMail is a popular Unix mail server. TechSoup's article, "Going with Open Source ," discusses Open Source software in general and provides resources for learning more.

In Conclusion

Depending on your organization's needs, a server can make a huge difference in the efficiency and security of your network. But choosing the right server requires careful planning. You may want to consider asking a trusted advisor who is familiar with your organization and your network for advice, or even hiring technical assistance provider to help (making sure that anyone who advises you doesn't have a financial motive to recommend any particular product).