Server for file sharing

[RolyPoly]

I am planning to introduce the implementation of a server for my team of 10 persons staff to store information for sharing purpose.

We are currently based in a soho office and we rent server space from the management company of the office. If we were to rent a server space from them or buy our own server and placed in their server room, would the data security be assured? Or is there any way we can do it effectively? We are just a sales rep office and we don't have an IT guy to support our server later on.

Is there any cost efficient method for us to implement this?

Welcome help to this. Thanks for any sharing.

[kwchang]

Unless you have a competent IT department, do not even think of managing the server by yourself. It requires full-time staff to keep the system running and also safe from hacks and other problems. Capital cost investments will not be cheap besides the operational costs.

Therefore it is better to outsource that to a third party who can promise you uptime and competent managers and security for your data.

Remember that unless it is in the same building, you will need broadband data lines for access to the server(s). In this borderless world, the server may well be in the other half of the globe, provided your upload and download speeds are sufficient for your needs.

[blurrman]

hi roly,

if u just want to share files, the chepest way is to share a folder in your PC, everyone can access, just need to make sure that PC is on all the time.

or u can also look at a LAN disk.

rgds

[RolyPoly]

What is a LAN Disk?

[RolyPoly]

Unless you have a competent IT department, do not even think of managing the server by yourself. It requires full-time staff to keep the system running and also safe from hacks and other problems. Capital cost investments will not be cheap besides the operational costs.

Therefore it is better to outsource that to a third party who can promise you uptime and competent managers and security for your data.

Remember that unless it is in the same building, you will need broadband data lines for access to the server(s). In this borderless world, the server may well be in the other half of the globe, provided your upload and download speeds are sufficient for your needs.

Thanks. Now I know my first choice is not a good idea then.

Is renting a server space safe - in terms of data security?

[birdy]

Renting is safe but does not guarantee the safety. You will never know if anyone would steal / hack into the rented server. Normally, a hacker hacked for the fun of hacking..they don't mean to steal any information unless yours maybe special case.

Like what blurrman is suggesting... just share your folders amongst the 10 users in your office. No maintenance, no hassle.

LAN disk is something like server but it can just connect to the LAN for storage sharing purpose. There is no operating system required. I think it will be hassle free too coz it is just similar to the file sharing from your PC.

[fRaNkY]

If your data does not exceed 2.5gb, you can always use gmail and multiple accounts to store your data :D

[kwchang]

Simple solutions but did anyone ask RolyPoly what is it he wanted to do? Perhaps he is into some enterprise application with an executive information system built in to allow him to get the pulse of his sales operations? For that a simple shared folder will not work. He will need network applications, enterprise databases as well as multiple-level login access permissions to filter acess to sensitive information from the lower level staff.

[alexhay]

what he can do is to have a Mini Server in his office. Just a normal PC that is turned on. OS can be XP Pro... then from there...just shared the drive out and then map each pc from the other work station and they can store the info there

[RolyPoly]

what he can do is to have a Mini Server in his office. Just a normal PC that is turned on. OS can be XP Pro... then from there...just shared the drive out and then map each pc from the other work station and they can store the info there

Hey, sound exactly like what I need at the moment.

How can I go about mapping the drive on the pc?

I am currently based in Shanghai. My whole team here is very low in their demand for technology. They just run about asking for information. I want to create a centralize storage for info that can be shared and made accessible to the sales team, and if possible for another 2 of my team members in Guangzhou. To add to the challenge is my company here is really going into cost-saving. So I have to balance the need of the team with cost.

[kwchang]

.. and if possible for another 2 of my team members in Guangzhou..Unfortunately the local LAN setup cannot be shared outside the office (from Guangzhou?!!) because for that to happen, you really need a server with a valid Internet address (IP address). The cost effective solution is only workable within the local office.

Looks like I was wrong about the EIS solution that I presumed.

[alexhay]

what chang said is true... if you want to share file from China then you need $$$ and also a valid internet address. and not forgetting a strong firewall.

[fRaNkY]

If your data does not exceed 2.5gb, you can always use gmail and multiple accounts to store your data :D

How much files are u talking about? What is the file sizes?

Other than GMAIL, you can also subscribe the online storage sites.

[blurrman]

hi roly,

there are a few ways to approach your problems, since u concern is the cost, we try to concentrate on things that work and yet cheap. since you did not say how u guys connected to the internet, a few assumptions were made.

situation 1 - both office shanghai and gz has internet connection and file storage more than a few gigabytes

use any of your PC, share a folder, all shanghai office can access the same folder.

for gz to connect to shanghai, two ways,

way 1. if u have broadband, most of the broadband router has VPN, configure the VPN and gz also configure VPN, then connect the two routers together using VPN.

way2. if u only have dial up, configure of off your PC to be RAS (W2k and XP has built in RAS), dial up from gz to the RAS server, once connected they can access the files.

cost = 0 , but u need some one to configure the thing for u, probably cost u 36 man hour

situation 2 - if file shared is around a few gigabytes

subscribe a shared hosting service, most of the low cost shared host is less than RM300 per year and u will get around 5-10gigabyes of storage.

then both office can store files using FTP.

cost : less than RM300 per year

[RolyPoly]

Thanks to all who offered ideas.

Blurrman, I like the option 1 you offer. How do we set up the sharing of folder from one pc? I could implement them within short lead time.

For the Shared Hosting Service, it means we can access info on the server from anywhere as long as we have Internet access, right? If that's the case, when anyone resign from the company, we may have to change our password, right?

[RolyPoly]

How much files are u talking about? What is the file sizes?

Other than GMAIL, you can also subscribe the online storage sites.


Hi Franky,

There are lotsa files e.g. corporate & product presentations, aging reports, operations procedures and processes documents, product catalogs, monthly reports. Some of them are sensitive documents for our team.

[RolyPoly]

Looks like I was wrong about the EIS solution that I presumed.


It's ok kwchang. You think so highly of our application...I feel honoured. But what we need is very simple solution.

[kwchang]

Uh-oh, someone please advise me if I am wrong....

Solution 1 mentions the use of VPN - Virtual Private Network. I believe this is a subscribed service with the Telco. I don't think anyone can start a VPN just like that. This means an annual cost to run a VPN. Check that out.

[blurrman]

Thanks to all who offered ideas.

Blurrman, I like the option 1 you offer. How do we set up the sharing of folder from one pc? I could implement them within short lead time.

For the Shared Hosting Service, it means we can access info on the server from anywhere as long as we have Internet access, right? If that's the case, when anyone resign from the company, we may have to change our password, right?

for sharing folders, u need to make sure all the PC is in the same network/workgroup, ie: u can see other PC's name when u click "My Network Places"

after u can see other PC, and other PCs can see you, assign a folder forexample CompanySharedFolder, then store the files in there, then click and drag this folder to "Shared Documents", after this other PC can access the files.

above instructions are based on assumption that u are using XP. for other OS please see here http://www.google.com.my/search?q=windows+share+folder&hl=en

For shared hosting, yes, once anyone resign, u need to change the password, but if the employee has the intention to take the files, he or she could have done that before the resignation.

[blurrman]

Uh-oh, someone please advise me if I am wrong....

Solution 1 mentions the use of VPN - Virtual Private Network. I believe this is a subscribed service with the Telco. I don't think anyone can start a VPN just like that. This means an annual cost to run a VPN. Check that out.

many people already using VPN via streamyx, nothing to do with telco, VPN is just something which ride on the TCP/IP

http://computer.howstuffworks.com/vpn.htm

http://en.wikipedia.org/wiki/VPN

http://www.dslreports.com/faq/streamyxdsl/6.Networking#6823

http://student.mmu.edu.my/vpn/

[RolyPoly]

Blurrman, will propose your suggestion. Thanks for all the opinion and suggestion. Will need to get a pc for this and work out budget.

[blurrman]

roly,

no need to get a new PC, any normal PC can act for file sharing even when someone is using it.

[RolyPoly]

Just got feedback from our admin on the proposal to use a pc as our server.
As our office is based in a shared business centre - where we rented the business suite based on a no. of person, there's no more space for another pc. To place another pc, we need to get another table, which means we need to lease a bigger room. That means higher lease and in the long run, cost us more!!! Ridiculous, right? But we are really challenged as my office is located in a prime area in Shanghai city. Space rental costs a bomb. And cost saving is top of the list where management is concerned. (Sigh!!) :(

Would consider renting server space from the business centre as my next option. Gonna talk to the management of the business centre on the fee involved.

[kress]

huh? why can't you just place the pc somewhere out of sight? it doesn't have to be on the table.. just put it on the footspace?

[blurrman]

hi roly,

as i said earlier, you don't need another PC to act as a file sharing server.

ANY of PC will do, your own pc, your staffs PC, any one...will do, just need to allocate a folder to be shared.

[perceval]

Have you plan out your disk space? no backup plan?

Renting a server space is a better plan if you do not have any security in place nor any contigency plan. Usually the space vendor does backup daily and can restore backup in case of hackers or what not.

Since you are saying that cost is an issue hence i don't think you'll be investing on any hardware or backup devices or any security system. Hence it is very vulnerable for you to host your own file servers especially its working related files which may be critical to your businesses. Trust me, you do not want to be in the firing ranges if all files were lost when you login in the morning. Also think of a possibility if someone in your department accidentally deleted some files or all!! Anyway, do hope you'll plan on your backup solutions if you decided to host your own.