Is a server needed in an office in 2025

A server can become an integral part of an office. It can organize file sharing, host software like 1C, implement cloud services, chats, create a unified printing system with access to different printing devices, and establish IP telephony. In general, it can help in solving these tasks.

But what characteristics should an office server have? Why does an office need a server at all? Can these tasks be solved in another way, considering the equipment is quite expensive? I will provide answers to these questions in the article.

Why an Office Needs a Server

Today, it’s hard to imagine a company without computers and other similar technical equipment. If in the past there were only a couple of PCs per organization and a lot of paperwork, now document management is mostly shifting online, and papers are kept only for reporting purposes. And even then, not all documents are kept in paper form.

Accordingly, the advantages of using technology have gradually become apparent. Why maintain large spaces with salespeople for stores when you can set up an online store and keep a cheaper warehouse? And why buy a bunch of medium-powered computers when you can deploy operating systems on a powerful server and provide access to employees through thin clients? This results in significant savings. Setting up a security system? Also an option—it’s harder to protect many vulnerable elements than just one.

So, what tasks can be solved in an office with the help of computing technology? Simply put, working with software, specifically:

• Text editors;

• Accounting programs;

• Graphic applications;

• Development environments, compilers;

• Office communication;

• Telephony;

• File storage;

• Print server;

• Security systems and firewalls;

• Video surveillance.

Should I continue listing, or is it already clear that there are a vast number of applications? The main thing to remember is that a server is a combination of hardware and software. It’s not just a box with special components but also the software that ensures the operation of these specific components. In general, it’s more accurate to say that a server is primarily software, and the “hardware” is intended only to support the operation of this software.

What are the Characteristics of an Office Server?

The question is definitely not simple. Explaining it in detail is difficult and would likely require a whole series of articles, but let’s try to address at least the key points that define a server’s characteristics:

1. Purpose.
2. Software requirements.
3. Complexity of the IT infrastructure.

Let’s start with the first point. The server’s purpose determines its configuration. The purposes of an office server can vary widely, as already mentioned. Each purpose requires a different configuration.

The second point depends not on the hardware but on the software. This means we need to check how much resources the applications, operating system, and additional modules and functions consume. We build the configuration based on these requirements. If there is not enough information, we look for tests and benchmarks. This will give us an idea of how many resources the office server will need.

The complexity of the IT infrastructure is also an important element. For example, suppose the office network is poorly segmented, and resources are not allocated according to requirements. One department may have an excess of technical resources, while another department lacks them and has to compensate with server power. This significantly affects the equipment configuration. However, it might be better to review the IT infrastructure. This can be done by giving a good push to the admin, but finding the “Power” button on the admin is something you’ll have to do on your own. At most, I can write a separate article on this topic later.

These points can be loosely considered key factors. Although the primary one is the first point, the second point follows from the first. So let’s deal with the purpose.

In any field, the quantity of something matters. For a 1C server, it’s the number of users. For a video server, it’s the number of cameras. For telephony, it’s the number of IP connections at a given time. For virtualization, it’s the number of virtual machines. For a terminal server, it’s the number of thin clients. And so on.

Determine the purpose and, based on that, determine the load. This gives us the required configuration. For a low level of load, an ordinary desktop PC may suffice. Yes, a personal computer can handle many tasks well, with much lower investments than professional equipment.

For a medium level of load, you can opt for entry-level professional equipment. These capacities should be sufficient. And then it scales up from there. But let’s consider another important aspect—scalability.

Suppose you bought a personal computer. It worked well, but then you hired new employees, the number of tasks increased, and the capacities were no longer sufficient. If upgrading components to more powerful ones was enough, then you were lucky. But what if you needed another processor and twice the amount of RAM?

In that case, you throw out the PC and get a server. This would be a poor investment. But if you initially buy a server with room for upgrades and scalability, you can save significantly in the long run. Yes, it is more expensive than a regular personal computer, but if you anticipate an increase in capacity requirements, it is better to invest in equipment with a margin initially, otherwise, you will end up overpaying later.

Therefore, when designing the configuration of an office server, pay careful attention to the following:

1. Purpose: For example, if you need a server for terminal access for 10 employees, you will need powerful equipment and thin or thick clients. But for a 1C server for a few accountants, a less powerful server might suffice.
2. Software requirements: Some software requires graphics cards, others do not.
3. Overall technical structure: If you have issues with power supply, internet, or no possibility of creating a proper server room, consider hosting in a data center or renting capacities.

Scalability: Ensure that the equipment has the potential for future upgrades.

This could be the end of the discussion, but there is one more question remaining.

Budget Considerations

Is it possible to solve tasks in another way, considering that the equipment is quite expensive? For example, in Russia, due to sanctions, server equipment has become less accessible, and there are serious issues with warranty and servicing.

In some situations, you may have to opt for a PC because there isn’t enough budget for an office server. However, there is a better option—renting. You can rent server capacities for a certain period until you have enough money for suitable equipment. I recommend not planning for long-term rental, as it can be quite expensive, and over a year or a year and a half, the cost can accumulate to that of a full-fledged server, which can serve reliably for several years or more.

Many rental providers offer a wide range of solutions, allowing you to get the necessary capacities to solve business tasks. If finances are tight, it’s better not to buy weak equipment without the possibility of scaling. Instead, rent servers. However, if you have a place where you can use the weaker system later, this option can also work.

I hope I have been able to help you with some aspects of choosing an office server. Wishing you success and great achievements.