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Need a server? Congratulations!

You know your company is growing when you need to install a "real" computer server instead of having a spare desktop computer serve as the repository for your company's files and applications.

But what exactly is a server? And what's the difference between this type of computer and the PC that sits on your desk?

Our buyers guide can help you learn more about how servers can be used in your office.

Server basics

A server centrally manages resources that are used by multiple users in a network. It's much more powerful than a desktop PC, and it serves a very different purpose.

Servers are usually dedicated, meaning that they perform no other tasks besides their server tasks. Servers can be used to store files, manage print queues, host the entire company's email, as well as a bunch of other specialized tasks depending on your needs.

Using a server is advantageous because one person's computer doesn't need to be bogged down by people repeatedly accessing their hard drive. Also, storing the most important data on one server makes regular data backup that much easier.

Desktop vs. server

Although you may be tempted to use a regular desktop PC as a server, this is never a good idea. While the two may look the same, they're quite different animals.

So what's the difference? And what's ideal?

Speed
A server uses a faster processor - sometimes even more than one -- than your average desktop computer. These days, most servers are equipped with at least a Pentium III chip -- a Pentium III Xeon is preferable.

Even if you start off with just one processor, keep your company's growth in mind. If you expect any increase in staff, make sure the server has an additional slot to pop another processor in when the need arises. Currently, servers can old anywhere from 2-8 processors.

Also, you want to get the most cache for your cash. The less cache your processor has, the harder it has to work to maintain optimum speed. Having at least 512k will ensure that you're getting the best performance you can.

Memory
Servers have mega-amounts of RAM, and then room for some more. Starting off with 256 megabytes is perfectly reasonable. But make sure you have room to grow -- you may want space for as much as a few gigabytes of RAM ultimately.

Hard drive
Unlike a regular computer, a server's hard drive will be accessed constantly, so it's got to be top of the line. And you r disk space should be planned well based on what applications you'll be running. For the best, look for no less than 9 GB and a 10,000 rpm (revolutions per minute) access speed.

And it can't hurt to go higher -- for many firms, purchasing servers with as many as 18 GB of hard drive space is becoming routine.

Hard drives should also be hot-swappable, meaning they can be removed while the computer is still running so there's no downtime.

Power and cooling
Normal desktop power supply isn't designed to handle the multiple hard drives typically found in a server. Plus, more hard drives means more activity within the server. And that can get hot.

Servers also typically have a more powerful cooling system.. Unlike most desktops, servers also have software that monitors how cool the machine is kept.

Redundancy
Servers provide the best insurance when they're redundant -- not only with power but with storage. While connecting a backup drive is essential to providing you with an end-of-day data backup, it's best to set your computers up in what's known as a RAID array to afford you real-time protection throughout the day.

The most standard of these is a RAID 5 system, which means the data is spanned over all the disks in the array. The advantage of this system is that if one drive fails, you lose no data (although the disk should be replaced immediately, because failure of another drive would cause loss of data).

Growth considerations

Determining how many and what size servers you need depends completely on the task(s) that it will be asked to perform, and how complex those tasks are. Factors such as the amount of RAM, disk space, number of users, and number of processors the tasks will require will affect the size server you need.

While it can be fine for one server to handle multiple tasks for a small office, you may need to split these tasks among multiple servers as the load increases. If you're expecting to add more employees, computers or Net traffic over the next two or three years, choose a scaleable machine can easily handle additional hard disks, memory or processors.

There are some basic rules of thumb for designing your server, which usually depend on the software you're using. Check the software vendors' web sites for the latest specifications.

Where to buy

Servers are sold where computers are sold. If you want help with setup, you should buy your servers from value added resellers (VARs). We don't recommend buying servers by mail order or directly from the manufacturer unless you know exactly what you want or will receive third-party guidance.

No matter where you buy, look for at least a year of onsite service and toll-free technical phone support, and a three-year parts-and-labor warranty.

Some vendors also offer "prefailure warranties" with servers that have monitoring devices to warn you of imminent crashes.

VARs
VARs normally have a high level of knowledge about setting up computer networks. While you can expect to pay about 10% extra for the service and advice of a VAR, you will receive onsite assistance to help set up the system and fix any problems that may arise -- well worth the premium you'll pay.

And not any VAR will do. Make sure the one you select has been certified in the type of network you intend to run and has had ample experience with servers. For more info on questions to ask a VAR, click here.

The retail route?
You should avoid going the retail route when it comes to buying a server. For one thing, they don't sell enough servers as a rule to provide an adequate selection or worthwhile discounts. And even if they have what you want, you likely won't see much in the way of guidance from their salespeople.

With a purchase as important as a server, the adage is true: you get what you pay for.

Manufacturers
Buying direct from the manufacturer gives you the ability to configure the server just the way you want. However, you'll still need to make your own onsite arrangements to set up the equipment once it comes in. And guidance during selection is typically not available.

Pricing

Brace yourself -- servers ain't cheap. Dual-processor capable servers are priced, on average, between $7000 - $12000.

This typically includes 3-4 drives, about 256 MB of RAM, and a redundant power supply.