Far too many solo and small firm practices are hamstrung by inadequate computer networks — systems that lack a centralized network fileserver running a legitimate network operating system. Instead of using Microsoft Corp.’s Windows Server in its popular Small Business Edition, small firms often tap the minimalist networking capabilities of Windows XP Pro — the desktop operating system.
Windows XP Pro can connect several PCs in a configuration referred to as a peer-to-peer network, and can share documents on a mapped hard drive, accessible to all connected users. So what’s wrong with this picture?
For starters, a peer-to-peer network has significant disadvantages compared to an actual network operating system. Drawbacks include:
- Slow and inconsistent performance.
- A tendency to corrupt case management and billing systems because of the lack of file and record-locking abilities.
- Incompatibility with network software, such as anti-virus suites and document management products.
- Inordinately complex data backup scenarios, leading to critical firm information often going unprotected.
In short, a peer-to-peer network is a digital can of worms. So why are small firms using peer-to-peer networks? Simple: the inaccurate perception of lower costs. It is true that the cost of an actual network operating system is saved, as well as the cost of dedicated server hardware. But the savings are illusory. If a peer-to-peer network corrupts a law firm’s case management system, the practice can literally be brought to its knees.
Another example of blurry perception would be the need to buy and maintain individual anti-virus software subscriptions for each user. In an actual network environment, firms can use a single networked anti-virus product and subscription.
The bottom-line: no law practice should rely on a peer-to-peer network structure to drive its practice systems. The goal of short-term cost savings will inevitably and expensively backfire. Get a real server, with a real network operating system.
Capable network servers, equipped with Microsoft’s proven Windows Server 2003 or new 2008 Small Business Edition can be purchased for as little as $2,000 for a five-person practice. But even $2,000 for a basic server system can be a major budget dent for some small firms. Is there middle ground? Is there a viable lower-cost approach for installing a network operating system?
Microsoft thinks so, having released its Windows Home Server system in late 2007. But how could a product with the word home in its title be suitable for professional business users? The only thing homeoriented about WHS is the exceptionally friendly interface.
Under the hood, WHS is built on the solid bones of the Windows Server 2003 network operating system. Microsoft intended WHS to be the data hub for the modern multi-PC family. With built-in photo, music and video sharing, the home multimedia management case is compelling. What about business users?
Just beneath the surface of WHS is a powerhouse network operating system, ready to meet the networking needs of budget sensitive law practices up to 10 users (the connection limit).
Think of Windows Home Server as Windows Server 2003 Small Business Edition sans the configuration complexity and with a 10-user connection limit. There’s one more catch — you can’t order Windows Home Server without hardware yet; it is not available in a retail edition. Rather, it is loaded on dedicated server hardware.
Our test configuration consisted of Windows Home Server loaded on Hewlett-Packard Co.’s MediaSmart Server 470. This diminutive PC system runs Advanced Micro Devices Inc.’s (AMD) low-cost Sempron processor. Equipped with 512 MB of RAM and a single 500 GB SATA hard drive, the no screws, highly accessible chassis has three additional removable hard drive bays. Swing open the front panel, slide out a drive tray and slip in up to three additional SATA hard drives. No jumpers, no settings, no software configuration. WHS recognizes the additional drive and adds it to a single storage volume. In fact, there is no video port, nor any keyboard or mouse port — it’s just a box.
To configure WHS, use its built-in ethernet connection to attach the unit to your wired network (even if you have a wireless network, your wireless router has wired ethernet ports — just plug in the MediaSmart server). Next, install the WHS Console application from the included CD. The highly automated process uses an elegantly simple interface, perfect for networking novices.
Initially, we were unable to connect to WHS from the workstation being used to load the software. Following on-screen instructions, the PC’s firewall was temporarily disengaged, resolving the issue.
WHS immediately recognized our additional 500 GB hard drive and incorporated it in moments, confirming one full TB of storage space.
Next we added authorized users and passwords. Remote access can be set up with a user selectable domain (i.e., [email protected]). This permits secure browser-based access to any content on the WHS. This effectively masks the complexity of the underlying virtual private network, technology that could otherwise give even professional installers configuration fits.
The installation then configured connections for our four PCs, including setting up a completely automated backup routine for each system. Any connected PC system can be backed up automatically to the WHS’ storage space at any designated time (i.e., between midnight and 5 a.m.).
Just leave the workstation that is to be backed up logged in, and the server does its protective duties without humans being inconvenienced. WHS’ backup routine is particularly sophisticated in how it avoids redundantly backing up files that happen to be duplicated on several connected PC systems. Intelligent backup management determines when identical files exist and retains just one copy, that can in turn, be restored to any connected PC.
While intended to allow file sharing, as well as family access to collections of photos, videos and iTunes-contained or other music files, WHS’ capabilities run deeper. It is a true file server. Folders can be mapped to drive letters and then accessed by any networkable application.
To test this, we loaded Software Technology Inc.’s PracticeMaster case management system and its Tabs 3 billing system (www.tabs3.com) onto a mapped network drive on the WHS and tested for multi-user access. Operation and performance appeared the same as when run on a Windows Server 2008 system. Similar testing was conducted with the Worldox GX document management system from World Software Inc. with similar positive results.
We did not test load Microsoft’s Exchange Server software to allow shared Outlook e-mail/contact/calendar management, and no information could be found confirming whether this program would run or not. However, a low-cost alternative for solo and small firms would be to use one of the many inexpensive Outlook sharing products, such as ShareO from 4Team Corp. (http://shareo.4team.biz).
In addition to the automated backup process for connected workstations, HP’s MediaSmart 470 chassis includes several USB ports. These can be used to connect external USB hard drives, allowing backup of the WHS contents.
Cost? The HPMediaSmart Server 470, configured with a 500 GB hard drive and Windows Home Server was $599. An additional 500 GB hard drive was added for $125 for a total outlay of slightly more than $700.
Total setup time from unboxing to accessing the first installed network program was less than 90 minutes. The time would have been shorter had there been advance notice of the need to temporarily turn off the connected PC’s firewall before trying to connect.
Are there any negatives for solo and small firm practices? It remains to be seen how such lightly equipped server hardware will stand up to the demands of 10 busy law office network users. But with that said, it couldn’t help but be a major improvement over peer-to-peer networks. For another $250 small firms can have shared secure networked access to two or more TB of network space.
With its simple installation process, illustrated management screens, automated workstation backup process with brain-dead easy file restoration, Windows Home Server could be better titled as “Windows’ Really Small Business Server.”
For many solo and small firm lawyers who have never backed up their PC workstations, this may finally provide automated protection that is truly easy. WHS is a cost-effective, practical alternative to inadequate peer-to-peer network systems. Attorney Ross Kodner is the president of MicroLaw Inc., a legal technology consultancy based in Milwaukee.
E-mail: [email protected].
