Peer-to-peer networking and the advantages of a dedicated server

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Top 10 Signs that Your Small Business Needs a "Real" Server

Is Microsoft Windows 9x peer-to-peer networking any way to run a small business?
By Joshua Feinberg

Very small businesses, those with less than a handful of PCs, often use informal peer-to-peer networks to share files and printers. In sharp contrast to a more robust client/server network with a dedicated server computer, a peer-to-peer network is often selected to keep costs to a minimum and is generally built around a consumer-oriented operating system, such as Microsoft Windows 98. In this installment of "How To" Tips, we'll look at the pitfalls of Microsoft Windows 9x peer-to-peer networking and the inherent advantages of investing in a dedicated server.

Root of the Problem

Many small businesses mistakenly think that they're too small to cost-justify a "real" client/server network. However because small businesses want, and in most cases need, the same technology tools as their larger competitors, deploying a peer-to-peer network doesn't make small business sense.
In fact, when purchase decisions are based solely on the initial price, small businesses tend to underestimate their technology requirements. If your organization merits a secure, reliable, scalable, and flexible technology backbone, you need a "real", dedicated server. Here are 10 basic reasons why.

Data protection

1. Protection against "accidental" reboots -- When a PC is used in a peer-to-peer network as both a "server" and a workstation, sooner or later the "server" will be rebooted accidentally. Whether it gets rebooted as a result of installing a new piece of software that requires several unplanned shutdowns and restarts, or a buggy application with memory leaks causing OS-level "crashes", sooner or later your employees will be livid when the "server" goes down without warning, corrupting data files and losing hours of collective work in progress. A dedicated server system is a simple way to prevent this enormous potential problem.

2. Centralized file protection -- With a peer-to-peer network, "servers" tend to proliferate throughout the office as multiple end users (we'll call them network admin "wannabes") set up file and printer shares on their own PCs. With a client/server network, files are centrally protected from data loss and corruption resulting from hardware faults, accidental deletion, power problems, and virus threats. Conversely in a peer-to-peer network environment, with decentralized file storage, consider how crucial data files will be backed up, if backup is a manual process or requires passing a parallel port tape backup drive from user to user. Also, how often will antivirus definitions get updated on the "server"? And don't forget to think about whether or not each peer-to-peer "server" has a UPS (battery backup unit) capable of unattended shutdown if power is lost, when no one is around to manually and safely shut down the "server".

Security

3. Superior security foundation - In sharp contrast to a client/server network based on Microsoft Windows 2000 Server or Microsoft Windows NT Server 4, a peer-to-peer "server" isn' t capable of maintaining its own user account security database. As a result, a standalone Microsoft Windows 9x peer-to-peer network is limited to "Share-level" access control. This means everyone that connects to the peer-to-peer "server" share point has the same user name and password. There's no way to differentiate between access levels of users and no way to terminate an individual's password when he or she leaves the company.
A dedicated server operating system provides much better control over who has access to which shared resources. Each person can be assigned his or her own user name and password. Security is also more flexible or granular. With a Microsoft Windows 9x "server", security can only be controlled at the share level. When a share point is set up on a dedicated server with Microsoft Windows 2000 Server or Microsoft Windows NT Server 4, running its native NTFS file system, security can be controlled all the way down to the file level. Think about the file cabinet analogy. Would you rather grant employees unrestricted access to an entire room full of file cabinets, or just a few select hanging folders in certain file drawers?

4. Server console protection -- Anyone who has physical access to a peer-to-peer Microsoft Windows 9x "server" has access to every file and folder on that server. Although many people mistakenly think that the Microsoft Windows 9x logon dialog box provides "protection", they are wrong and that perception can be extremely dangerous. With a boot disk, a press of the Escape key, or a boot up into Safe Mode, an unauthorized user with no operating system knowledge can "compromise" the entire Microsoft Windows 9x server in just a few seconds.
A dedicated server system, based on Microsoft Windows 2000 Server or Microsoft Windows NT Server 4, enforces a mandatory logon and provides local file level security. In addition, each user account that needs interactive logon access to the server must be explicitly granted that right.
A dedicated server console can also be "locked" when you walk away from the server, either manually or through a time activated screen saver.

5. Auditing for shared file and printer resources -- With very minimal effort and no additional software, a dedicated server operating system can audit usage of any shared file, folder, or printer. Auditing can be especially helpful for tracking use of sensitive files such as payroll, credit card data, R&D documents, and proprietary plans. Auditing is also extremely valuable for tracking usage of expensive-to-operate resources such as a color laser printer or paycheck printer. A Microsoft Windows 9x peer-to-peer server does not have these integrated auditing capabilities.

6. Enforcement of difficult-to-guess user account passwords -- A dedicated server, running Microsoft Windows 2000 Server or Microsoft Windows NT Server 4, can enforce "strong" user passwords. This means you can force users to change passwords at predetermined intervals, prevent recycling of previously-chosen passwords, eliminate the use of blank passwords, and enforce selection of passwords that are a mixture of both letters and numbers, as well as upper and lower case characters.

Growth path

7. More scalable -- With Microsoft Windows 2000 Server or Microsoft Windows NT Server 4, as you add more RAM, faster processors, SCSI or RAID hard drive controllers, and multiple processors, performance continues to scale up. You can get a tremendous power boost with relatively low cost, incremental hardware upgrades on servers running Microsoft Windows 2000 Server or Microsoft Windows NT Server 4.
On the flip side, a Microsoft Windows 9x "server" on a peer-to-peer network only yields very marginal performance improvements with most hardware component upgrades. Microsoft Windows 9x peer-to-peer "servers" also don't support multiple processors.

8. More options as needs change -- With Microsoft Windows 2000 Server or Microsoft Windows NT Server 4, there's a very well defined growth path to more application-rich platforms such as Microsoft Server family applications. These include Microsoft SQL Server, Microsoft Exchange Server, and the Microsoft Small Business Server (SBS) suite.
With a Microsoft Windows 9x "server" on the other hand, your options are severely limited. While a Microsoft Windows 9x "server" may be adequate for some very limited file and printer sharing, it's definitely not a great platform for adding relational database applications or messaging.

Greater flexibility

9. Maintain version control -- A decentralized Microsoft Windows 9x-based peer-to-peer network may be storing multiple versions of Microsoft Word and Microsoft Excel data files. Whether these files are passed around on disk or distributed on different users' Microsoft Windows 9x "servers", a well-designed Microsoft Windows 2000 Server or Microsoft Windows NT Server 4-based network, with consistent naming conventions and a coherent share and folder structure, goes a long way toward preventing confusion. No more wondering, "Gee, is this the most current version of the T&E template or sales guide?" And "Where did I leave last year' s performance reviews? Didn't I put them in a 'safe' place?"

10. Integrated web platform - Unlike a peer-to-peer "server" based on Microsoft Windows 9x, a Microsoft Windows 2000 Server or Microsoft Windows NT Server 4 system includes the Microsoft Internet Information Server (IIS) web server, as well as Microsoft FrontPage web-site authoring software.

The Bottom Line

Avoid investing your limited technology budget in a "dead end" peer-to-peer networking solution that's difficult to support and expensive to upgrade. If you value your data, productivity, uptime, and technology investment, migrating to a "real" server should be a "no brainer". In much the same way that every home begins with a solid foundation, your small business network needs a secure and scalable file and printer-sharing infrastructure before you start adding "bells and whistles".

Joshua Feinberg is an internationally recognized small business technology expert, consultant, columnist, author, keynote speaker, and trainer. He is a published Microsoft Press author, as well as the creator of and two-year veteran writer of the Microsoft Direct Access "VAPVoice: Notes From the Field" column. Learn what your highly paid computer consultant doesn't want you to know! - Copyright ©2001-2002, KISTech Communications Corporation, Used by Permission.