In this episode of the RIA Tech Talk Podcast, David talks about onsite servers and even though many RIAs still have them, they’re unnecessary and better solutions are out there.
Servers today are largely used for files only. Most of today’s email is “hosted email” and is commonly hosted with Microsoft 365. Most applications RIAs and financial advisors use are web based so an onsite server isn’t required for them. There is less and less that needs to be hosted onsite in most modern businesses.
· They are often clunky to manage or old technology.
· Expensive to maintain.
· Access with a VPN works well when you are in the office but less well when remote.
· Backups are required.
· For many, their onsite server isn’t backed up properly. Request confirmation from your IT partner to confirm when the last time your server was backed up.
· Hardware failures can mean days or even weeks to recover your onsite server, if recovery is even possible.
At RIA WorkSpace, we have an onboarding team that typically does this within the first 60 days of working together. Here are the steps we follow:
· #1 Move your files to SharePoint (not OneDrive)
· #1b Create security groups for your files/folders so everyone has access to only what they need access to
· #2 Set up Active Directory/Domain Controller
· #3 Set up a next generation clientless VPN so your work is the same from anywhere
· #4 Create a security wrap around & IT compliance for your computers so if you are working in the office at home.
· #5 Set up printing, scanning and more so it works the same without an onsite server
· #6 Set up any server-based applications and create Single Sign On to access your web-based apps
· #6 Set up additional advanced settings like data loss prevention, email archiving, and others depending on needs
You probably already have SharePoint included in your Microsoft subscription, so there’s no additional cost from a licensing perspective. Check with your IT provider for other costs.