For years we've been using Windows Small Business Server at our headquarters. Recently we've upgraded to the newest version, Small Business Server 2008, and we are ready to help other companies deploy this uniquely versatile solution.

But the first question that comes to mind is, "why do we need a server?" So the focus of this "Basics" article is to help you understand the utility of what's known as "client/server computing," and how a SBS solution can help streamline your business operation.

Evolution of Networking

The "Client/Server" concept goes way back to the beginning of computing, when they would use a mainframe (the size of a barn) with "dumb" terminals that interfaced with the mainframe. In the earliest days the terminals didn't even have displays - you typed commands, and the terminal would print the results.

As the Personal Computer (PC) emerged, everything could be housed in a single box on your desktop - CPU, memory, data storage, and display. When you think of it, it's really quite miraculous. (Alien technology, maybe???) 

But as time went on and people found business applications for PCs, it became necessary to share data and devices. The first attempt was "sneakernet," where people would copy files to floppy disks and carry them down the hall. That got old fast, so they borrowed some of the technology from the old days to create computer networks. Suddenly PCs could share files, printers, then internet connections. 

But with a peer-to-peer "workgroup" setup, data is scattered among everyone's personal folders, susceptible to fire, theft, hacking, or human error. Making matters more confusing, if two people were working on the same document, one could never be sure which version was the most recent.

Many businesses dedicate one machine to be the "file server," which would minimize some of the confusion, but a workstation OS does not make a very good file server - especially if someone is also using the box as a workstation.

So in a throwback to the old days of mainframes and dumb terminals, the new 21st century network emerged, where "smart" terminals (workstations) that are fully-functional PCs are teamed with equally-smart, though differently configured server computers.

To have a client/server network, you need at least one server, and one - or several - workstations, which could be desktops, towers, or laptops. The server takes on a special role called "Domain Controller." Now I have to explain the word "domain."

That's another one of those dual-purpose words, because there are two kinds of domains. The first is the Internet "domain name" (like advent1.com or nowthisismedia.com) which identifies a Website. That's NOT what a client/server domain is all about.

In a server domain, which typically has a name like "mybusiness.local," the server computer is the controller. It actually MANAGES the workstations, setting the passwords, permissions, policies and other things that the workstation normally handles by itself. By managing all of that, the domain controller makes sure all the workstations on the network "play nice:" they can talk to each other, and the people who manage the network can control who has access to which resources on the network. They can also control all of that from one place, rather than running around to each different workstation. A managed client/server network is the only way an IT department in a large organization can keep track of everything.

Well that's all fine, well and good for the geeks who are in charge of the computers, but what about users? The benefits of a client/server domain network are numerous:

• The client computers are protected from most stupid user mistakes
• Files are stored in a central location where they are backed up in several different ways
• Users can instantly restore previous versions of files that were changed or erased accidentally or otherwise
• Users can log into different workstations using their login credentials and have access to all their files, contacts, calendar and email, just as if they were at their main workstation
• Users can remotely access all their information from any computer, anywhere in the world
• And users can have email, contacts, calendar, etc. pushed to a mobile device like a smart phone
• Because the domain server manages all of this, users can have unprecedented access to all their information.

So that's the kind of computing you'll find in any Fortune 500 business. But small offices/home offices (SOHO) also need that kind of access to their data in order to compete with the big boys, but with much smaller budgets and no large IT staff, most SOHO users still rely on a peer network, or even worse, sneakernet.

Enter Microsoft's Small Business Server.

For the large enterprises, all the functions listed above are actually handled by several dedicated servers, but Microsoft found a way to put all this functionality into one box. That box combines a domain controller, file server, email server (using Microsoft Exchange - the most robust enterprise communication tool available), and management functions. So by implementing SBS, the SOHO company can have the same connectivity that the big enterprises do - at a fraction of the cost.

Remote administration also allows us at AMiTech to make changes to the SBS box via internet, meaning if there are issues, we can resolve 90% without having to make a service call.

How SBS is deployed

There are very few stock SBS servers made, so we start by building a custom computer from quality stock components, and installing the SBS operating system. To be joined to a domain, workstations have to be running Windows XP Professional or Vista Business or Ultimate. We'll assess your workstations and advise whether they need to be upgraded or replaced. (If you are still using Windows XP workstations, it's a good time to upgrade to new workstation hardware.)

In an optimum deployment with new workstations, we will build the system - server and workstations -  in our lab and make sure everything connects prior to moving it to your site. Prior to the move we will analyze your company data to build a logical folder structure on the shared server drive, then be able to assign permissions to the individuals who need access to that data. This may take several meetings and input from all employees. With proper permissions, inadvertent erasures or file damage can be minimized.

The move is best accomplished over a weekend. Starting at close-of-business on Friday, we will:

1. Take the old system off the Internet so no new messages will be lost in the transition
2. Archive the Outlook and personal file data from the old workstations
3. Install all the new hardware
4. Import the data into your new server
5. Connect all users and confirm that all data is available as before
6. Prepare training manuals
7. Train your employees on the Monday after the deployment.

We realize that converting to SBS is a major investment in time and money, but the advantages in security, convenience and dependability make the investment well worth it. Call for a quote on your SBS solution!