VCOs are commonly advised that when they get past about 5 computers you should network them and get a server, but...

Being new in Post, I was fortunate in being able to spend some time with three of the 6 people who have held the ICT Chapion role before me.  Adrian, the last incumbent, has been working on how some of the online software and services can be used to deliver services to the sector.  Thanks Adrian, your comments and ideas have certainly proved food for thought and so I decided to try and analyse the options.

Traditional server model

A server is, simplistically, a computer where you store files, it allows for simplified backup of data and centralised services for shared calendars, printers, email and a point of entry to the internet.

The cost of simple server is around £3,000, software and setting up allow £2000 so we finish with an initial cost of £5,000.  This is not the end of the story.  A server requires maintenance because it will not take long for the server to become a critical part of your business process.  Server support can be purchased for around £150 pm (and many organisations will pay a lot more.) Therefore the life of the server is 3 years and the total cost of ownership (TCO) is £5400 support costs plus £5000 initial costs.

You will need to have your standard Office applications on the desktop using either Microsoft Office, Open office or other suite.  If we assume pricing from CTX and we have 5 machines that will cost £75 or open office is a free download but of course you would make a donation to the opensource projects wouldn't you.

Internet costs around £30 a month - £1080

The above gives us a server, an office suite for our computers and the internet.  Total cost over three years is

Server = £10,400

Internet = £3,040

Office = £75 (CTX prices)

Total £13,515

Google solution

You will need to have internet access for all machines. So a network is still required this will also allow for sharing printers and internet access.  Internet costs are the same so £1080 over three years.

Software costs are zero, you can download the google docs for use off line which are then synchronised next time you log on.  You can share calendars, documents and google mail.

There are no server costs, no software costs and of course Google back up and secure your data,

Total costs £3,040

Common costs

I have excluded the common costs of networking, routers, modems wifi etc.

straight forward?

There is no such thing as a free lunch and in the same way that if your server is down it can seriously damage your organisation, if you lose internet connection for any length of time this can be a problem.

Google Docs are not as powerful as the Microsoft Office suite or Open Office.

so what do you think.