If your server is old, working slowly or inconsistently it may be time to start looking at server alternatives. Depending on how the company uses the server will determine the server alternatives available. Some business owners decide it is time to try something new while others know that the programs they use still demand the use of a server. A closer look from a knowledgeable IT technician can present some server alternatives.
Why move away from a server?
Secure Access
The office has changed. Staff members are working in a variety of locations instead of just the office environment. Even in different locations, employees still need to share files. A server allows for shared files and shared access through a Remote Gateway or VPN. This requires licensing and management. It will be unreliable though if the equipment is older. Internet connection quality at the office or at the remote location also effects the reliability of the access.
Servers need to be maintained and require hardware updates. It is expensive to buy a new server, have it configured and data moved to it. It also requires a knowledgeable IT technician to complete the configuration and advise on appropriate equipment for the company’s needs. This is definitely worth the time and expense when the staff needs to access common software that is hosted on the server.
Transition from a server to SharePoint or Google Drive
There is another option if the company is not tied to program that is hosted on a server. If the company needs a place to share files, there are other solutions. SharePoint gives a great option for sharing files with the whole company, specific groups and individuals securely. It is easy to access the files through the Microsoft 365 online portal anywhere that has an Internet connection. It is easy to manage access since everyone that has a Microsoft license can access the files from anywhere in the world.
Secure Access to Files and Folders
Access is attached to their license so if someone new starts with the company, s/he will have access right away. When someone is terminated, the same holds true and the access can be removed instantly without losing access to files created by the staff member. Certain files and folders are protected in a server with domain permissions. The same is true for SharePoint. Each site, folder or file has access restrictions or allowances. So some folders may be open for public access so a rep from another organization can access its contents. While other sites or folders may be accessible only by certain departments within the company or even just between a couple people.
Easy Access to Files
Employees do not always like change to the work flow. So they may not like the idea of having to access their files online. Microsoft has a solution for this issue. The site or folder can be synced to the File Explorer. Most staff recognize File Explorer as the little yellow folder at the bottom of their screen. They have used this in the past to access files from the mapped network drives or shared server files. SharePoint syncs to this folder so files are easily accessible in a familiar location. It is also easier since staff can easily save and open files in other Office programs like Word and Excel since it is easy to browse to the location in the File Explorer in these programs.
Are there Google Server Alternatives?
Google Workspace also has a file server alternative. So if the company uses Google based email, Google Drive allows for folders and files to be shared between employees. They can also be shared outside the organization as well. The files are saved as Google Docs and Sheets instead of in Word or Excel format but can be reformatted when downloaded or shared.
Google Drive for Desktop for Easy Access
Google Drive started as an online-only platform, but the Google Drive for desktop app, which replaced Google’s older Backup and Sync app in 2021, now lets files and folders appear in File Explorer or Finder. Drive for desktop lets employees open synced files right from their desktop. There is not a Google program to open the files so they will open in Office software or online.
Security
With a server, the security was provided through a VPN or Remote Gateway but these are not needed since the files are in the cloud. This takes out one step that can lead to failed file access if it malfunctions or has not been set up yet but also makes companies nervous about security. Security is paramount when considering company files. SharePoint and Google Drive are easy to access online so it is important to keep secure. Microsoft protects SharePoint and Google protects Drive with Multifactor Authentication. So even if a hacker discovers an employee’s password, the text message or app authentication can prevent access to the account.
Server Alternatives: Issues and Solutions
I have QuickBooks and other on-premise software and don’t want to go online.
Specialty software requires a different types of server alternatives. SharePoint and Google Drive are excellent alternatives for a file server but will not host specialty software. Many times the data for the software will also need to be held on the server or the alternative device. If QuickBooks or other software needs to be accessed by different people at the same time, a server is required. If only one person needs to access the software at one time, a computer can be used. This computer can be set up for remote access if a staff member needs to access it from home. The server or computer will need to be backed up to ensure the data will not be lost if the computer dies or crisis hits.
Do Server Alternatives work for Large Files?
Architects and Engineers work with large files and having the ease of accessing data out in the field is ideal. Since these files are so large it is best to VPN from these remote locations to the server. Bringing large files from the cloud to the computer and uploading them afterwards can take a long time to process.
Will SharePoint or Google Drive bog down my computer?
Most of the time working with SharePoint and Google Drive will not slow down the computer. The speed of access depends on the Internet connection since the files are held in the cloud. So any edits will need to upload to the cloud through the Internet. So when employees are working in the office or remotely, their connection to the files is dependent on their Internet connection speed. If it is very slow, the time it takes to access files or upload changes will be slow as well. This is the same though for accessing files remotely through a VPN though too.
Do I need backups?
Servers needs to be backed up since it is the vessel for programs and files. Cloud files need a backup plan too. Microsoft and Google protect the data centers that run SharePoint and Google Drive, but under the shared responsibility model your business is still responsible for its own data. The most common threats are employees who mistakenly delete files, ransomware that syncs encrypted files to the cloud, and accounts that are compromised or removed. SharePoint’s recycle bin can restore deleted files for a limited time, which solves many everyday mistakes, but a dedicated cloud backup of SharePoint or Google Drive data, kept separate from the original, protects against ransomware and longer-term loss. The biggest safeguard is protecting the account with multifactor authentication to avoid an account breach.
What is the right solution for my company?
There are many factors that affect the choices business owners make to select a secure, easily accessible solution for a server or server alternative. BlueKey IT Services helps business owners find a solution that will work best for their needs. In fact, BlueKey IT offers a network assessment for businesses that are interested in figuring out what may work best for them. BlueKey IT also offers IT consulting for its clients that have an aging server that needs replacing or options for server alternatives to replace it. Give BlueKey IT a call to explore the server alternative that is best suited for your company!
