Tired of shuffling files between computers on a USB memory device? Or backing up QuickBooks to a CD? Or having multiple copies of your important files on different computers? Maybe it is time to look at your first real server.

But…Do we really need a server? What does a server do exactly? And aren’t they expensive? These are all valid questions you may have thought about as the owner of a small but growing business.

First things first, what is a Server?

Servers can do many different things for your business depending on how they are configured. The typical server for small business may take on roles such as file storage, backup, email, resource sharing, remote access, and user security. Let’s investigate the different roles a server may play in your business.

File Storage: Having all your files in one central location is the biggest advantage to having a server. With all your company’s files organized in a logical hierarchy you are better able to find what you are looking for. This benefit grows exponentially as the size of your office staff grows. A properly configured server will also allow you to synchronize your files for working away from the office.

Backup: Centralizing all your company’s important data in one location makes proper backups possible. This alone is enough of a reason to implement a server for your company data. Your information can be backed up daily, with version. Another simplified thing to do is backup your data to an online deata storage company. It is always prudent to have a copy of your data offsite.

Email: Having your own email server has many benefits for the small business. Shared contacts and calendars make life easier for employees trying to schedule meetings and appointments. Imagine the time savings by having one central copy of all your clients contact information, instead of each employee keeping their own copies. Having your own email serve also gives you control over spam and virus scanning, and gives you access to additional features such as webmail and smart phone access.

Resource sharing: A server can act as a print server to provide print services to all your computers. Instead of all computers having attached printers, you can invest in a better quality printer to be shared by everyone. The server will always be available, so you won’t have a problem printing when an attached workstation is shut down.

User Security: Protect your sensitive data by having proper security measures in place. Your server can keep track of exactly who should have access to what, and document what is done on the network.

So do you need a server for your business? This question can be answered easily once you understand exactly what a server does and what the benefits would be to your business. Also,  don’t forget to plan for future growth. A growing company must think towards the future when deciding to deploy a server. Just remember, your system might be ok for today, but what about your requirements in six month or a year from now?