Business IT System Set-Up

[Wully]

Following on from my other current post re Office i'm looking for some advice on the best way to go with the IT system in the office.

Since i started earlier in the year i've had to set up broadband access, email accounts etc etc. Following some great advice from the guys here i opted to go for a hosting package and currently have 10 POP3 email addresses based on the domain name i purchased.

Now i'm looking to make the next step!

At present we have no form of network storage, the PC's are connected to a router and switch which the broadband is shared.

Just now we have 5 permanent desktop PC's and three laptops if the guys are in. The desktops have printers attached directly.

Before i go any further please be aware that ££££ are an issue

Basically what i'm looking to do is the following:-

1) Provide network storage with secure drives so prying eyes can't get in
2) Provide network printer /s
3) Remove the limit on email addresses

What would you guys suggest apart from getting someone in!

 

[Dryce]

Basically what i'm looking to do is the following:-

1) Provide network storage with secure drives so prying eyes can't get in
2) Provide network printer /s
3) Remove the limit on email addresses

What would you guys suggest apart from getting someone in!

There are several ways to do this.

The cheapest way to do this is a netwerked printer + a cheap standalone network drive. Then reorganise your ISP regarding domain and email.

The classic route is to go for a server with Windows Small Business Server (SBS) and use the provided Exchange Server for mail and choose an ISP who will route the mail down your line to Exchange via SMTP or allow you to pick it up from a single global mailbox. SBS will provide file sharing. If you have Windows XP Pro or the equivalent Vista then you will be able to run the SBS as a domain controller with security centralised.

There are various (unsatisfactory) backup solutions for SBS such as Veritas Backup Exec. There are also various centralised anti-virus solutions (again unsatisfactory in my jaded experience).

All in? Around £2K for the server.

You can network a printer through SBS or have one that is independent. I would go for something that is an independent network printer. Costs range from around £100 these days for an inkjet/scanner all in one up to several £hundred for larger office copy/printing machine. Brother and Samsung are usually cheap and cost effective depending on what you want (inkjet, mono laser, colour laser, duplex, copier etc).

Question is - what do you actually need to do with it all?

Typically it is worth getting somebody to install and manage it for you if you're going down this route. That significantly increases the cost but in real terms is still value for money if that's what you need.

I can give you the name of somebody in Glasgow if you think you want to get a small company to do it. (No, not me).

 

[Ted]

I would go along the lines of the above.
FYI I had this e-mail from Dell last week - it's a good deal, although you may wish to upgrade the disk (2x160gb disks mirrored)

Dear Customer ,

We have an offer for all our esteemed customers on "Complete Enterprise Solution".

The Quote Consists of a basic server with Raid 1 and OS SBS Std 2003 and also with 3 yrs NBD Warranty.

A 8 port Gigabit Switch.

An RD 1000 with Yosemite back up software and 2 Cartridges of 80GB each.

The total amount just comes to 899 Pounds + Vat.

If you would like the full details PM me and I will forward it to you.

 

[timskemp]

Personally I'd get someone in, but that's because that would be me I'd be getting in.

If you're growing I'd get a small business server based system, a basic HP Proliant (or if you must a Dell) server with some tape backup, SBS, plenty of RAM and a small RAID setup should cost about a grand for the hardware but if it's not set up right it will not serve you well.

At risk of becoming a commercial plug we're not expensive... however initial telephone consultations are free and I'll send my number by return of PM...

Our standard small biz setup is SBS with the integral SBS backup software (basic but effective), AVG SBS edition (central and workstation based antivirus) and SpamAssassin (essential) running on HP servers and 3com networking, and we give free remote support so there's no expensive ongoing contract unless you want a specific SLA. SBS scales to up to 75 users upon payment of the required taxes to Microsoft.

Alternatively if you're not growing that quick we'll do a more basic setup of a shared file section, passworded, on a VB or XP Pro PC with mirrored drives (normally taken again from the server range of HP or Dell) and Mail Enable, again with spamassassin and AVG antivirus for networks, which is fine for up to 10 users with minimal security requirements.

Let me know...

 

[Spinal]

Dependign on what your priorities are; I would go with an external company (as most people above suggested). If you are more of a home-company that is looking at cost then something as simple as a Dell maxed out on RAM and Linux would be your thing.

The advantage of Linux is mainly one of initial cost - its usually free (though some distro's come with support packages at a cost) and it should allow you to run your own SMTP server.

One thing to remember is that backups are absolutely essential. If you currently have several PC's, I'm guessing you are not backing up. (I'm of the opinion that if a backup isn't automatic, it isn't a backup - people tend to shy away from the hassle of manual backups). I can't emphasize enough how important it is to have a backup.

A backup need not be a complex/expensive solution, something as simple as an ssh script doing a copy should be enough for most needs.

Also, depending on what data you intend on transferring on your network (remember the backup too here) you might consider investing in a gigabit switch and network cards.

Michele

 

[Wully]

Thanks for everyones reply.

Basically we are a small family company (not me or i'd be having a new MB!). To give everyone an idea on what we have and what each person uses their machine for and the software used i'll break it down (you may ask why! after this, remember i'm the new start so trying to convince people can be hard):-

Broadband Connection No1 - This is connected to a Netgear DG834 Router. From here three network points are patched and provided in the front office, the forth port feeds a 5 port switch upstairs patched to four network points.

Broadband Connection No2 - Connected directly to the accounts PC. I've tried to suggest getting rid of it but with no luck, who pays the bills - the accountant so no chance just now.


Electrical Contacts Manager - MS Office (Outlook, Word, Excel, AutoCad). Individual email address. USB Printer.

Secretary - MS Office (Outlook, Word, Excel). Main email address [email protected], no individual email address. USB Printer.

Surveyor No1 - MS Office (Outlook, Word, Excel). Individual email address. USB Printer.

Surveyor No2 - No PC at the moment as he'd just book his holidays! The plan is to get him up and running. Company email address is on a forwarder to the Secretary.

Contracts Director / Manager - No PC at the moment as he can't even type his name! Again the plan is to get him up to speed. Company email address is on a forwarder to the Secretary.

Accountant - MS Office (Outlook, Word, Excel) Individual email address. USB Printer.

Managing Director - Never in the office, laptop using an AOL account. Company email address is on a forwarder to the Secretary. He knows never than everyone else so there is no point in even trying to talk to him.

Buyer - MS Office (Outlook, Word, Excel) Individual email address. USB Printer.

Accounts PC - Used purely for accounts and payroll, don't dare touch! This machine has a tape back up and is backed up daily with a 5 day rotation of tapes. USB Printer.

You will see we like our printers!

We also have around 3 laptops that our site agents have, we have around 15 agents in total so there is a possibility that they all might get lappys! See other post regarding a problem with these!

To give you a bit of background on me i served my time with an electrical company who formed a network division and although i didn't work directly with them we did work closely together. We were bought out by a rather large PLC wanting a services company and from there it grew big time and today are one of the largest FM providers in the country. Me i got out, too many people wanting to step all over you to get where they wanted to get to.

So from a company who the very best in IT kit with IT departments all over the country to what i'm at just now is mind blowing!

This is where i would like to see things go:-

Small server proving file storage and email retrieval. This would enable me to get rid of the hosting package we have.

Networked Printer. A4/A3 laser for large print as the inkjets are rubbish.

Questions:-
1) MS Small Business Server - I believe this comes with exchange, how many clients can you have off it?
2) Internet access - does this get routed through the SBS?

 

[timskemp]

Small server proving file storage and email retrieval. This would enable me to get rid of the hosting package we have.

Networked Printer. A4/A3 laser for large print as the inkjets are rubbish.

Questions:-
1) MS Small Business Server - I believe this comes with exchange, how many clients can you have off it?
2) Internet access - does this get routed through the SBS?

1. SBS can have as many clients as you license it for - up to a maximum of 75. SBS is limited to a single SBS on any one domain (and in theory on one ethernet segment).

2. Internet access can be routed through SBS but unless you're going SBS premium edition it's not to any advantage, premium includes ISA server and acts as transparent proxy (and is a little more involved to set up) allowing you to monitor internet usage.

I look after quite a number of SBS (putting another in next week) and they are very stable if the underlying hardware and network is stable and resilient, it is important they get set up correctly. Also remember they are designed to be used as the mail exchanger, and with Outlook as a mail client (you get an Outlook 2003 license for every SBS user too) and as such they work extremely well. Blackberry is well supported via either BES or IMAP.

 

[Flyer]

timskemp, are you a Microsoft Small Business Specialist? I am, just wondered if you were too

 

[HughJarse]

SME server- its free- it works find someone to set it up for you.

YOu will find a lot companies use this.

Find a good techy and it will cost you the price of a cheap PC to setup.
Mines ben running without maintanence ( all automated ) for about 2 years
It does email, file sharing web hosting etc etc.

 

[league67]

I'd go along the lines of smb server. Also DO get someone to set it up. If they know what they are doing it will save you A LOT of hassle (read money and time) later.

Where I advise clients differently to most people is backup. For sbs I'd strongly recommend disk imaging software, its cheaper then tape and worse case scenario (your server completely blows up) it takes minutes to restore even on different hardware.
I'd advise you to get at least retainer with someone local with agreed service response time. Calculate how much it would cost you if all staff are without access to data.

Above all KEEP IT SIMPLE. I've seen sites where support company gets overboard and staff gets bogged down in using share points forgetting that primary role of any business is to keep making money. Couple of shared folders, good structure from start and make sure all documents are stored on the server so they do get backed up / imaged.

 

[timskemp]

SME server- its free- it works find someone to set it up for you.

YOu will find a lot companies use this.

Find a good techy and it will cost you the price of a cheap PC to setup.
Mines ben running without maintanence ( all automated ) for about 2 years
It does email, file sharing web hosting etc etc.

All well and good until good techy disappears into the unknown leaving you in search of another. MS stuff may be everywhere but at least that means you can get support everywhere too.

 

[Tan]

Hi

As an alternative to an in house SBS sever, you could consider a hosted server that you access over the internet, this means that you can all access data from anywhere in the world.

The benefits are that the price is per user so you dont have to buy in advance of what you will use, always have the latest office software, included support and antivirus and all data is backed up daily.

The variety that I sell comes with MS office, MS Exchange.

By having an offsite solution, you will also have a dister recovery solution

If this sounds of interest and you would like more information or prices please drop me a pm. Sorry if my post to come across too much as a sales pitch.

 

[HughJarse]

All well and good until good techy disappears into the unknown leaving you in search of another. MS stuff may be everywhere but at least that means you can get support everywhere too.

This is unfortunately very true - but it is very good for free.

 

[Mudster]

Not sure on all the server malarky, but on my mini network at the warehouse I have the following printer set up as a network unit:-

http://www.office.xerox.com/multifunction-printer/color-multifunction/phaser-6115mfp/engb.html

After an initial teething problem, it's been pretty good, is also a scanner, copier and fax machine. Has a pretty high capacity too - I've just changed the black toner after 5000 or so pages printed in the last 6 weeks.

Only down side is the extra paper tray is somewhat pricey.