Small Business Networking 101

A network file server is a dedicated computer designed for optimal performance and reliability. In a small business environment, these systems are similar to high-end PC's, but with additional processing power, memory and redundancy. For example, most systems installed by WDSI include as a minimum redundant hard drives in what is known as a "RAID-1" configuration. If one drive in the array fails, the system remains operational.

As a server's main responsibility is storing and retrieving data, the speed of the drive array is important. WDSI suggests either "SAS" or "SCSI" hard drives, and for businesses with a lot of data and/or users, additional drives can be added for improved performance (called a RAID-5 array). Other specifications, such as the processor (Intel Xeon Dual Core) and memory depend upon the number of users and the requirements of the primary business application. WDSI will customize your server based upon your current and anticipated future needs.

While RAID drives help prevent against data loss and downtime, a means of backing up the stored information is still essential. For small businesses, WDSI suggests either a "DAT" or "LTO" tape drive or a removable disk-based backup solution installed in the network file server. Backup software (as included with SBS or preferably upgraded to Symantec Backup Exec for more advanced backup/restore capabilities) is configured by WDSI to automatically backup the entire contents of the server each night to tape, including the data, shared network programs and the server's operating system. There is a different tape for each day of the week, and provisions for additional tapes accommodating off-site storage in the event of a physical disaster.

When selecting server hardware, high quality equipment backed by a comprehensive three-year warranty is important. While "white box" PC's may be attractive in price, one must consider that this unit will be in daily operation for the next four to six years, and reliability and serviceability are paramount. WDSI is a Dell Business Partner, and recommends their line of PowerEdge servers which provide the latest features at very attractive prices. Systems are custom-configured to the exact needs of clients, insuring that they get the correct system for the immediate and foreseeable future. Prices start under $2000 for a properly configured system with a RAID-1 drive array and tape drive. Please click here for more information.

The network operating system is the software that runs on the server, allowing at the most basic level the sharing of data files, networkable programs, and resources such as printers and high-speed Internet connections. But today's network operating systems, such as Microsoft's Small Business Server (SBS), do much more then just this.

SBS 2003 & the new 2008 includes software (MS Exchange) that allows users to setup a powerful internal email system leveraging the network capabilities of Microsoft Outlook, such as internal email, shared calendars, public folders, company-wide contacts and more. In addition to internal email, each user on the network is assigned an external Internet email address. Typically, this address is the user name at the company's registered domain name, such as bobc@xyzdistributors.com. This conveys a more professional appearance then "POP3" email address or an AOL, Yahoo or MSN account. It also gives the company full control over the email system, including the ability to create alias email accounts (such as careers@, or sales@).

Another popular feature of SBS is the remote access capabilities. Together with a high-speed Internet connection, SBS allows remote users to easily access their company email via a remote Internet connection and a web browser. This could be a home computer, a notebook, a friend or associates PC, or a public access system in an airport or cyber café. No client software is required, and the connection is secure thanks to SBS's advanced security and authentication features. When connected remotely, the user sees the same inbox and has the same functionality as when connected locally, and can send, receive, reply to, forward, etc.

Although this level of remote access is sufficient for the majority of users, principals in a small business may need more. For these users, WDSI utilizes a feature of SBS called "Remote Web Workplace" (RWW). With this, a remote user can securely access the company's network file server which authorizes the user to connect to their office desktop PC. From here, the remote user is basically "sitting at their PC", and has full access to network and local software and data. Again, this is under a secure environment utilizing among other things a complex password scheme implemented by WDSI.

Another popular feature of SBS worth mentioning is the shared faxing capability. With an inexpensive fax modem in the server, users can send a fax using the same simple steps that they use to print a document. But instead of the document going to a printer, it is faxed to an addressee using the local or shared Outlook contact list. A fax machine is still useful for walk-up faxing, although a scanner can be added to the network to scan and fax printed material. A Small Business Server also has the ability to receive faxes as "digital images" which can then be routed by an employee to the correct recipient or recipients. The end result is a single place to check for all incoming email and fax communications.

With the introduction of SBS 2003, Microsoft modified their pricing structure to entice more small businesses to consider implementing a "real" network instead of a "peer" system. The primary difference is that in a peer environment, one or several machines are setup to share folders on the hard drives. While this facilitates the sharing of information, it does little to centralize workflow and in fact can and usually does complicate the network and ongoing support as the peer network grows and is expanded. While it is possible to "dedicate" a peer server running Windows XP Pro, the cost of a 5-user version of Microsoft's SBS Server Standard (which includes all the capabilities listed above) is just $549, which is not much more then the license of Windows XP Pro. As such, we have seen many small but growing businesses with as few as three machines implement a Small Business Server. On the high-end and with appropriate hardware, SBS 2003/2008 can support up to seventy-five workstations, so there is nothing "small" about SBS.

The third ingredient of a Local Area Network is the network workstations, and represents probably what is the "easiest" decision to make. These can be desktop PC's or notebooks, running a networkable version of Microsoft desktop operating system (XP Professional or Vista Business Edition). Configuration depends to a large extent on the requirements of your key business applications, although at any given point in time there is a "best" configuration providing the ideal combination of price and features. WDSI sells and supports systems from Acer and Dell, providing clients with two proven options. Systems are custom configured to the exact requirements of clients, but typically includes a fast Dual-Core processor, at least 1GB of "fast" RAM (memory), CD/DVD drive, modestly-sized local hard drive (80GB SATA), 1000Mbps network adapter, premium keyboard and optical mouse, and either a 19" or a 22" LCD flat panel display. Please click here for more information.

Many times, clients will have existing hardware that they wish to reuse. In most cases this equipment can be incorporated into the network, including older Windows PC's, although these units may not able to take advantage of all the features built-in to the SBS operating system. For newer systems, it is important is that PC or notebook is running a networkable version of Microsoft's desktop operating system. Systems running the "Home" versions of Windows XP or Vista will need to be upgraded to the Professional version.

Existing printers can easily be connected to the network, either as workstation printers or shared network devices with the addition of a network printer adapter. Many times, a new laser printer will be added to the network and located in a convenient area within the office. These units typically include a 100Mbps network adapter and are termed "network ready", requiring only a cable run to be attached to the LAN. This printer is intended to be the "workhorse" printer, handling the longer print jobs. If a firm is considering a new copier, WDSI encourages clients to consider a digital unit which includes a network adapter. When not being used as a walk-up copier, a digital copier doubles as a high-volume printer. For light copying requirements, a low-end multifunction laser, like those made by HP, is an attractive option for under $500. On the high-end, digital copiers may include network scanning and faxing capabilities along with advanced paper sorting and finishing options.

To connect the various pieces of network equipment, proper cabling and equipment is required. The key component is a device known as an Ethernet Network Switch. From this device, Ethernet cabling is run to each network device including the server, workstations and shared printers. Using appropriate cabling (Category 6), the Ethernet switch controls communications between the server and other devices insuring that maximum bandwidth is available. Environments with a significant user base may benefit from the faster gigabit speeds available with premium equipment such as Dell, which is capable of communication at 1GB (or 1000mbps). As part of new projects, cabling installed by WDSI is "gigabit capable".

Regarding location of the equipment, if possible WDSI recommends that an area within the office which sees minimal traffic be dedicated to the core network equipment, including the network server and possibly the switch. Many clients and in particular those who are building or remodeling will dedicate a small room with adequate cooling and airflow to keep the equipment cool in the summer. However, many clients do not have such an area, in which case a location out of harm's way is the logical choice. Equipment can be placed on an inexpensive wire shelving unit, or mounted in a computer rack. Power is required to the area, and it is suggested that a LAN-line phone is in close proximity. As part of our pre-delivery consultation, WDSI works with new clients to develop the best solution, and prepare the site for installation of the equipment.

While the "switch mode power supplies" used in modern computers can handle brief power interruptions (~15ms), battery backup is important for all mission-critical equipment. For a network server in the majority of environments, WDSI suggests a "line interactive" UPS, such as American Power Conversions "Smart-UPS" series, sized based on the requirements of the server and based on the desired uptime in the event of a power failure. A line interactive UPS utilizes a power inverter that is always connected, providing additional filtering and reduced switching transients when compared to a "Standby UPS".

Software is provided with a Smart-UPS to monitor and report on incoming power and related events. For example, a typical small business server may be connected to a line interactive 700va UPS, and be pre-configured for 20-minutes of uptime. In the event of a power failure, notification is sent to all users, local and remote, that they should save their work and log-off. Once 20-minutes are reached, the software will automatically shutdown the server making sure to close all running possible programs and services, thereby protecting the system against corruption. While this is not necessary during normal business hours perhaps, it is very valuable after-hours noting that the server will be left on 24x7.

A standby UPS is adequate for other network equipment, such as a firewall and any mission-critical workstations. For environments where power is problematic, WDSI suggests "double-conversion online" battery backup which provides true on-line power backup as well as power conditioning to protect sensitive equipment and systems.

One of the main reasons many small business clients install a network is to be able to provide all users with high-speed Internet access. The equipment required depends upon the type of connection being implemented, and WDSI works with new clients to help them find the right service based on their location, bandwidth requirements and budget. But basically, there are two options: Cable TV (CATV) or DSL. Cable is installed and supported regionally by companies such as Comcast and Service Electric, whereas DSL is provided by the phone companies and includes providers such as Verizon and Covad.

Necessary equipment is provided at service start-up (cable modem for CATV; Internet Router for DSL), but in either case to protect the network from outside attacks, a device known as a Network Firewall is required. For small environments using a DSL connection, most routers include basic firewalling capabilities. However, today's sophisticated attacks and probes can defeat these devices, which is why WDSI suggests clients implement as a minimum a mid-range firewall such as those produced by WatchGuard. For more information about WatchGuard firewalls, and the differences between a firewall and a basic "NAT" router, please click here.

To further secure and protect your network, Network Antivirus Software is essential. Unlike a workstation-based antivirus program, the server-based programs protect all devices on the network, including the server, workstations and the Exchange email system. As most viruses are transmitted via email, it is important to have a system that scans all incoming emails and attachments before it is delivered to the user's inbox. However, it is still possible to catch a computer virus via other means, and some users unknowingly expose their network to potential harm through the use of personal email accounts. Because of this, network antivirus packages include a client version that is installed on each desktop PC or notebook.

Another nice feature of a network-based solution is that the process of updating the antivirus signature files is automated and centralized. The server searches periodically (every day or every few hours in some cases) for new updates to guard against new strains of viruses. When a new update is found, it is automatically applied to the server and Exchange server. The update is then pushed to the workstations either based on a pre-determined schedule or upon boot, minimizing the windows of opportunity that a new virus has of infecting your network.

Unfortunately, antivirus software may not be enough, as a new bread of malicious material threatens to burden our workstations. Known as "Spyware" or "Adware", these programs are similar to viruses in that they infect your machines unbeknownst to the user. Their purposes are varied, but unlike viruses, in most case they are motivated by profit. That is, they look to track web usage and annoy us with "pop-up's" particular to the type of browsing we typically do. In some cases they pretend to be useful utility programs, such as "web assistants" or "toolbars" (Google toolbar excluded, as this does not contain any adware), where in reality they are tracking every mouse stroke.

These programs put excess overhead on our systems and cause instability, however, the potential is much greater, as profit-motivated individual can just as easily collect credit card information, passwords, or other sensitive material. To combat this developing threat, most antivirus programs are incorporating Anti-Spyware / Anti-Adware programs into their existing packages. WDSI suggests solutions from Trend Micro and McAfee, both of whom offer attractively-priced bundles designed for SBS 2003 and the small business market.

Some antivirus solutions also provide Anti-Spam features to reduce the amount of undesirable material delivered to your inbox, plus protection against "phishing" schemes which are designed to trick a user into divulging sensitive information to what appears to be a valid source, such as a bank or credit card company. Please note that these threats are NOT unique to a networked PC - and in fact impact standalone and home machines at a significantly higher rate the network PC's, as in a network environment it is easier to guard against these threats with a manageable and efficient networked solution. WDSI works with clients to develop the appropriate solution based on their needs and budget.

In closing, it is important to state that a network is only as good as the sum of its parts. WDSI works with clients to design new networks from scratch. However, more commonly, we are called in by a new client as their existing platform is outdated and/or unreliable. In this situation, careful analysis is required to determine what can be re-used, and what needs to be replaced.

But understanding the technology is not enough - it must be the correct technology for a client's immediate and foreseeable needs. Computers and network are tools; a means to an end. WDSI takes the time to work with clients to fully understand their business requirements, goals, unique circumstances, budget, history, competitive challenges, user base and anticipated growth. It is only THEN that we design the network, insuring many years of reliable, cost-effective service to your business. To hear what area businesses think of WDSI networking services and ongoing support, please click here.