Network setup

[Merlin]

I have been asked IF I can figure out how to fix a network that was set up by my aunts former partners brother in law. I will list what they want it to do and IF any of you can help me wipe the network slate clean and set it up in a way that I can fix IF it goes wrong I would be greatful.

System: There is one server PC that is in the offices inbound electrical room. It has all the data the network needs to share. I do not know yet IF it is a true server or IF it is a normal PC that is being used as a server. There are two more PCs in the office and all of them are online via internal lan cards. There is a netgear firewall as well.

What they want:

They want all the computers in the office to be able to print from their own printers as well as one larger, faster, central printer.

All PC to be able ( with password protection) to share files among each other and modify those files ( accounting stuff)

To be able to remotely access the information and modify files ( data entry stuff) from two home based PCs as well as a Laptop. Perhaps via VPN but other methods can be used IF setting up VPN is too much trouble to keep running.

To be able to shut down all office PCs except the " server" PC and still maintain remote access.

Back up the data on both workstations to the server daily without duplicating data ( only update that which has changed)

I know I am asking for more help than is normal for a forum setting and I am greatful to anyone who is willing and able to help here. I would even consider paying someone to walk me throught this over the phone IF that is a better option.

[DMB2000uk]

Well it sounds like they want a proper server type thing setting up.

So you need to find out the state of the 'server' PC and see what OS it is running. Ideally you need to get a server OS bought and installed on there to make this so much easier. I haven't played around with regular windows to know if it can do any of these things, but a server OS would 'just work' (MS server 2003 standard is ridiculously cheap).

The basic setup I would install would be;
- To use the main server and use the other PC's as basically just terminals, so that all of the work etc is just saved on the server, and they have roaming profiles that they can log onto at any PC. So you would have to set up the server PC as a domain controller, and the other PC's as connected to a domain (really easy once the server is all set up).
- Being all for good practice, you would have to implement some kind of backup system, probably a weekly (maybe monthly depending on how much new stuff is likely to be made) complete backup and then a daily incremental one, which could just be as simple as backing up the files to a separate hard drive (maybe external, maybe not).
- With having all the work on the server, it would then be easier to set up the shared access to the files (through the file properties and then user permissions), this would also ensure that the file can only be opened on one PC and hence multiple differently edited states of the same document wouldn't be able to be created (as easily).
- This also would check the box of allowing the files to be accessed remotely (via a VPN?) while allowing the main office PC's to be turned off
- Setting up the local printers would be the same as installing a regular printer (log onto the office pc's using an admin account (assuming the regular users don't need admin rights, which is usually the case) and install the printer) it should show up when the user logs onto that machine. You could then attach the main printer via a printer controller (or even attached to the server) and install that as a network printer.


I'm afraid I don't know the ins and outs of setting up something like this (mainly the server OS), but if you google around, there are bound to be step by step guides to walk you through it). I'll answer what I can if you have questions, and I'm sure others will be able to add to/contradict what I've suggested.

Dan

[Merlin]

the server PC has windows XP pro on it now. would it be possible to back up all the files to a USB HDD that are currently on the server and then simply import them once server 2003 is installed?? I will get the hardware list of what the server PC has to work with and do some research before my next question.

I may not be looking in the right place but the Server 2003 I saw was $1000. I don't think my aunt is willing to spend that kind of $$ right now. Can what she is looking for be accomplished with XP Professional?

[DMB2000uk]

Well apparently the cost of the server 2003 is dictated by how many user/machine licences you want (i.e. how many people are going to be accessing it).

It might actually be worth while getting in touch with someone that sells the licences properly, and getting quote for how many devices (OR users, has to be one or the other) are going to access the server. Might work out cheaper than the pack i found: There is a 5 client user licence pack here, for $129.99. But you'd have to get the media somewhere else. This would actually be a perfect example of where it would be legal to get the licences then download the media from bittorrent.

The licences aren't actually enforced, so if you only bought a 1CAL copy of the server then... erm... it'd be illegal to have more than one user/machine using it.
(However the Small Business Sever edition, which actually might be cheaper for the licences, does monitor and enforce licences so you'd have to make sure you had enough to cover the machines connected)


You could also forgo the having a real server and set up some probably messier workgroup rather than a domain, but i don't know if work would be accessible outside of the network while the other PC's are off.

And yeah, the data can be backed up externally then put back on after the server upgrade.

Dan

[DaddyRabbit]

What they want:

They want all the computers in the office to be able to print from their own printers as well as one larger, faster, central printer.

The local printers are defined on each PC as default while the central printer will be configured as a shared printer off of the "server". This is easily done with XP.

All PC to be able ( with password protection) to share files among each other and modify those files ( accounting stuff).

This again is easily done with XP in a workgroup environment. Account management can be a bit tricky but if all the computers are XP it's not too bad.

To be able to remotely access the information and modify files ( data entry stuff) from two home based PCs as well as a Laptop. Perhaps via VPN but other methods can be used IF setting up VPN is too much trouble to keep running.

Not too familiar with setting up VPN with XP as the server side but I'm sure Google will be helpful there. Another option is to setup a modem on the "server" and configure dial-up access.

To be able to shut down all office PCs except the " server" PC and still maintain remote access.

This is a given. Remote access will be configured on the "server" regardless of any other client's state as long as the "server" is up access will be there.

Back up the data on both workstations to the server daily without duplicating data ( only update that which has changed).

This can be easily done by setting up a rotating set of "full" and "incremental" backups on the clients to a shared folder on the "server" then having the "server" backup those folders as well as its data to an external device (preferrably that can be kept off-site for disaster recovery). You can use the Windows built in backup facility of get a more powerful 3rd party app. (see alternatives below)

I know I am asking for more help than is normal for a forum setting and I am greatful to anyone who is willing and able to help here. I would even consider paying someone to walk me throught this over the phone IF that is a better option.

No sweat PM or post if you have questions we are a helpful bunch.

Some additional notes. The link Dan put up is for a Client Access License (CAL) pack. Generally you would get these if you had an MS "Open" or "Volume" license, you would still need a license for Win2k3 Server. In this setup spending the money for Win2k3 might not be the best way to go since you:

1. Don't need central authentication and user account management (e.g. an active directory domain)
2. Don't seem to provide external services (Web site, email etc).
3. Only have two heavy use clients and occasional remote access needs.
4. Have simple backup requirements.

Some alternatives might be:

1. http://www.newegg.com/Product/Product.a ... 6822332021 This would simplify file sharing and backup as as well as providing for an off-site backup capability.

2. http://www.newegg.com/Product/Product.a ... 6832116395 This is designed more for home use but might just fit the bill. It's based on Server 2003 code but I'm not sure about how MS would feel about using it in a small office environment. I will be playing with this myself soon and since you really only need what it provides this might be an ideal alternative.

Also there are some trimmed down Linux distros that do NAS like functions but, unless you are very familiar with Linux, I would not implement them in a business environment.

One tip, think security FIRST as this is corporate data yes?

[Merlin]

thanks for the advise I will advise what I run into and follow up with more questions should I have any.

[Darkstar]

just a note, you cant use the home server, but a little searching will turn up SBS2003 with 5 CAl's for under $400 ( http://software.pricegrabber.com/window ... t/sv=title )

[DaddyRabbit]

just a note, you cant use the home server, but a little searching will turn up SBS2003 with 5 CAl's for under $400 ( http://software.pricegrabber.com/window ... t/sv=title )

Is that EULA driven? from a technical viewpoint I don't see why Home Server would'nt work fine here, it is designed for automatic image based backups and easy file sharing with easily expandable storage. It also has remote access features by design. Not having read the licensing however I'm sure there's a "non-commercial" clause in there somewhere . I'm still of the opinion that a full blown Win2k3 domain is kinda' overkill for two or three PCs to connect to though, but it's not my money.

[DMB2000uk]

I think it is kinda overkill too. But apart from the expense, it seems to be the cleanest option I can think of.

Dan

[Merlin]

I know she wants to find a zero expense solution IF one exists so I am working towards learning IF thats possible first then go from there.

[DMB2000uk]

Well DaddyRabbit's advice is the way forward then

Dan

[DaddyRabbit]

Ruh-Roh! I'm not taking the blame Dan!

Actually the HP NAS (or one like it) I linked to earlier (and, in reality Home Server was designed as a NAS appliance with some cool Windows features but I reiterate that I haven't run it or read the EULA)) would be my first recommendation in this situation given the information provided and that I was under no liability. A device like this is pretty much designed to be "plug -n- play" and actually provides a great bang for the buck.

HOWEVER (and here the waters get muddy),

Merlin, for a true valued recommendation for your Aunt there are some questions to pose to her (checklist style). It's easy for anyone on these (or any other) forums to give a quick answer to the "I don't have a lot of money but need to do X" posts as there is little real liability other than "rep" but were she paying me for a recommendation my approach would be much different, especially if it was family (can't get away from them, being the "computer guy" in this situation bites).

Questions:

1) What kind of business is it?
If this is a registered small business then any IT infrastructure purchases are usually fully tax deductible and can qualify for low interest rate small business loans.

2) What kind of data is being accessed/stored/backed up? (Kind of' tied to question 1)
The REAL key here is that this is a business, which generally means customer or business financial data might be stored (e.g. customer addresses, phone numbers, maybe even credit card, billing, and account info) which introduces a confidentiality risk to your Aunt should that data be compromised.

3) What would be the financial and legal implications if this data was compromised or irretrievably lost? If the data is compromised/lost could your Aunt be legally liable and/or would it bankrupt the business or put customers in danger of identity theft or other "bad things"?

4) What is the level of technical expertise in the business? (e.g. who performs the backups and maintains the "servers" with respect to checking logs and modifying permissions on a daily basis, or is it even done). While you can setup something quite nice, like a car, if it's not maintained on an ongoing basis it runs a high risk of failure and/or compromise.

The main reason for the long post is to relieve me of liability Also to (even though I might have recommended "HOME" Server as an option) separate setting up a home network vs. an actual business network. While data compromise on a home network can be individually devastating to a person or family, compromise to a business network can mean devastation to many who can hold the business accountable, food for thought.

To be honest I agree, in theory, with the above recommendations for using Windows server, but also recognize that sometimes financially what would be ideal is not feasible.

The "feel" I get is a small office where the employees "just use the PCs" and have little to no understanding as to how they work, and your Aunt can't afford $300 a month for someone to maintain her network so you, being "family" are getting sucked into this.

In an earlier post I stated that you should "think security first". Regardless of whether you tweak the XP box or go buy a 4k server with a 20k firewall, without ongoing maintenance and employee training on maintaining the network the risks are more associated with the Netgear "firewall", remote access, and data management than scalability and performance in this case IMHO.

Of course I could just be a 12 year old taking a break from Halo 3...
(/ramble)

[DMB2000uk]

Well I jsut passed the buck so

Solid advice yet again ^_^

Dan

[Merlin]

My Aunt is a CPA so her network would in time has VERY personal information about her clients. In light of the security conscerns that I had not fully thought through I have advised my aunt that she get a professional to set it up to be sure that appropriate security measures are taken to insure the safety and confidentiality of the data in question. Thank you for the advise I would be overwrought if a network I set up were compromised and she suffered as a result.

[DaddyRabbit]

CPA? Well, that changes things a bit, I think you gave her some wise advice

[DMB2000uk]

Another problem well solved. Good job guys

Dan