Why would I need a server? Why would my business need one?

Most people save their files click on the save button when they finish working on a file and don’t give it much thought beyond that. Where the file is saved isn’t much of a worry because they can usually find it again from their recently used files list, or if that doesn’t work, they can do a search for it. With computers having terabytes of storage capacity these days, there isn’t much reason to worry about running out of space, either.

The situation is little different for those people who prefer to save their files online with a service like DropBox, Apple’s iCloud, Google Drive, or Microsoft’s OneDrive. Not only are their files saved, but they can typically access them from both their desktop computer in the office and their laptop when on the go. Most services offer a free amount of space to start, and if they should need more, they can simply buy more.

Even sharing files with co-workers is simple. The online folder can be shared with others or if necessary, and the file can be also be sent via AirDrop, Bluetooth, or email. Technology has made the saving and sharing of files very easy and it certainly is that way as long as the number of files and their size remains small.

Over time, these very convenient ways to store and share files can become problematic. This is because they are not intended to be used regularly or in large quantities – great for individuals, but less ideal for small businesses, especially when they start to grow. Some of the problems that arise are:

• Duplicate files are created and keeping track of versions becomes problematic – "so which is the latest version of my business plan?"

• Sharing files starts to become slow and tedious – "that download is taking forever"

• Access to files becomes uncontrolled – "who has access to my budget spreadsheet again?"

• Where files are stored is unknown – "so where did I save my PowerPoint presentation?"

• Backups become difficult – "who needs backups, anyhow?"

For a small business, controlling where files are stored could also have legal consequences. Can I share my company’s budget via DropBox? How safe is that? What happens if an unauthorized person accesses it? Where is DropBox storing those files? Malaysia???

This is where having a server in close proximity becomes necessary. The problem is that setting one up is expensive and requires considerable expertise.

What is the alternative?

The easiest solution, the one that I give to most people who ask is to set up a Network Attached Storage device on their network. I’m partial to the solutions by Western Digital, but Drobo, Qnap, and Synology and also make very convenient solutions (there are many other brands as well). They are typically easy to configure, offer tech support and are fairly reliable. If you also do regular backups of your data, then this is a great place to start.

These systems are also scalable (i.e. expandable), so they can grow with your business. As your storage needs grow, you can upgrade them by adding drives or even entire NAS units. Some of them can be configured to see multiple units as a single folder from your computer. Many also have options to make them shareable online so that you have access to your files on the go. They are very flexible and as long as you have the funds to keep adding to them, they will grow with your business for some time.

Another option, if you have the skills, is to set up a Windows File server. For many years I ran a Microsoft Small Business Server in my home. I also set these up for others who needed the functionality. While it requires some time and skills to set up, it is very convenient and was also inexpensive. Unfortunately, Microsoft stopped development on the SMB and now offers a version that is considerably more expensive. Once my server software became obsolete, I switched to a NAS using and I haven’t needed a server since.

Of course, the biggest problem with these storage solutions is that they are all expensive. The more complex they become, the more expensive they become. They also have maintenance contracts that aren’t inexpensive either. While they may seem more adequate and less expensive than an online service, the costs will start to add up. I maintain a few NAS systems for my clients, but that maintenance is another expense they are incurring.

So what about the one-person operation, the very small business owner, the new entrepreneur, the Gigster who doesn’t really have a budget for a NAS? Is there a simple solution that doesn’t cost a mint? Well, as a matter of fact there is, actually there are many, but I will focus on one.

Introducing Open Media Vault

If you’ve followed my previous blog posts, you know that inexpensive and even free computers are easy enough to obtain. For this application, you won’t even need a fancy computer at all. I’ve installed the software on several systems, including a 15-year old PC, an old laptop, and even a $10 Raspberry Pi which I received for free with a magazine.

Open Media Vault, OMV for short, is a complete server package that can run from a USB stick, a CD ROM drive, or any bootable disk, and requires just the most basic computer. For my last installation I used an 8-year old Lenovo minitower PC and it runs like a speedy server. The only upgrade was to add a second drive for the data storage.

Another advantage of OMV is that it is completely free. Like many Linux applications, OM does not require a binding license agreement, software subscriptions, or a support contract. It is also compatible with my computers. Once I configured the folders to be shared across my network, they were immediately visible to the Windows, Mac and Linux clients.

It is also remarkably easy to use – I had the last one up and running in 20 minutes. Of course, I’ve done it a few times, but even for complete beginners, I think it can be set up completely in less than an hour. Don’t bother trying that with a Windows server. Despite the simplicity, it also has a healthy assortment of advanced features that are very handy for those already familiar with other NAS systems and file server setups.

It also has the ability to accept plug-ins, so for example, if you want to make it a music server for iTunes, that’s easy enough to add as well. Or it can be an automated backup server that backs up the files on all the computers on your network. All-in-all, It is a very capable server.

Once OMV is up and running, it just continues to run. I know someone who has had their OMV server up and running for 4 years (since version 3), through several hardware upgrades, but without ever having had an issue with the software. I have been testing and installing it for over a year on various systems, and yes, it I can confirm that it is indeed very stable.

Where to get started

I could have a detailed discussion on the installation and configuration, but that’s already been done by someone much more capable than me who also has his own YouTube channel: Techno Dad Life. They are not the most charismatic videos, but they take you step-by-step and are an excellent source of important information. Here is the video where he walks you through installing the latest version of OMV:

In this video, he digresses a bit by using a USB stick to install, but you can make it much easier by burning a CD and using that to install. At the end he also goes into some detail about installing a plugin outside of the OMV interface, and while interesting, isn’t really relevant for a quick tutorial.

That said, if you’re serious about OMV, you should also watch his other videos. Some of the concepts like using other software applications with OMV may require some rewinding, but he follows all his videos up with comments and responses. It is really an excellent source of info to get you started.

If you need a more descriptive step-by-step installation guide, then I found the instructions on HowToForge to be especially easy to follow. Of course, OMV also has online documentation where they go into detail about every feature. Also check out the Frequently Asked Questions (FAQ on the left). It answers many of the common questions people have when they start using the software. The online forum is also a good source of support from fellow users that I highly recommend you sign up to. Should you be interested, the Wikipedia page for OMV also has a lot of historical information about where OMV came from.

Conclusion

Now it is also possible to turn an Ubuntu Linux server or even my own Linux Mint computer. But I really feel that doing so creates additional overhead – they both have stiffer hardware requirements and that would be a waste of those systems. Open Media Vault is designed to be its own slim, fast, efficient server + operating system in a single package. It is optimized for that and it shows.

Yes, there are also other storage solutions out there for small businesses, but for those who don’t have the resources or the funds for those, there is Open Media Vault. Considering how much it can do and that it is completely free, I highly recommend it. But don’t let the price alone fool you, OMV is also in use in larger businesses, some as large 2000 users.

So give OMV a try before spending large sums on an expensive NAS solution or a complete server. Even if you have the budget for those systems, you may find that OMV is enough. If you do have a computer staff or contractor, ask them what their thoughts are on OMV. With a little research, they may come to the same conclusion.