Effective computer networking, the sharing of files, printers, and other resources among law office computers, can allow law firms to operate in an organized and efficient manner.  It is important to realize however that there are two main types of computer networks, peer to peer and client/server networks, and that client/server networks present many advantages over peer to peer networks for small law offices.

 The Basics

First, let’s start with the basics.  What is computer networking?  Computer networking is the linking together of several computers in order to share resources such as files and access to printers, so that files don’t need to be exchanged within the office by physically exchanging files on a CD or DVD, and shared printers can be accessed from any computer.  Local computer networks such as those within an office are often referred to as Local Area Networks (LANs).  A peer to peer network is one in which several computers are linked together to enable direct resource sharing from computer to computer.  In peer to peer networks, shared resources might be scattered across several users’ computers, and users directly access each others’ shared folders and files.  A client/server network is one in which various users’ computers (called clients) do not share resources with each other directly, but rather share resources through centralized computers (called servers). 

Pros and Cons

Peer to peer networks are initially cheaper to set up than client/server networks, as many editions of Windows XP and Windows Vista have peer to peer networking capabilities already built-in.  Client/server networking on the other hand requires the purchase of special server software (or hardware with the software pre-installed) such as Windows Small Business Server or Windows Home Server and setting up a dedicated machine to run the server software. 

Whereas peer to peer networks can initially be less expensive to set up, client/server networks can be worth the additional initial cost in terms of added efficiency, speed, reliability, and administrative benefits such as centralized, automated data backup.

Speed and Reliability

In peer to peer computer networks each computer can act as a client, requesting data and other services from other computers, and also as a server, providing data and other services.  A drawback with peer to peer networks is that performing server functions can slow down a user’s computer, interfering with the user’s use of office software and performance of any computer-based tasks.  In contrast, in a client/server network only the centralized servers perform server functions, avoiding any slowdown of client computers in the network. 

Non-client/server database programs can increase network traffic and slow down network speeds in peer to peer networks.  This is due to the fact that one computer in the network will hold the main database and act as a file server, and whenever a user needs to process data from the database, the data will be sent from the database over the network to the user’s client computer to be processed, increasing the traffic and slowing down the network.  In contrast, client/server database programs process the data on the servers themselves—the data doesn’t need to be sent over the network to the user’s computer to be processed.  This avoids increases in network traffic and slowdowns.  

These speed and performance issues are important for many legal case management/practice management programs and other programs which rely on database technology.  As Ross Kodner mentioned in an article entitled “Small Law Firms: Get a Real Server,” there is an increased possibility of database corruption when using peer to peer networks.  Database corruption can occur when computer and network slowdowns cause errors, and such slowdowns and errors are more likely with the use of database programs over peer to peer networks.  Furthermore, client/server databases usually have “transaction processing” features which work to prevent database corruption in the case of slowdowns and errors.  Peer to peer operating systems also do not have the more advanced file access, sharing, and locking mechanisms that client/server operating systems typically do, features which can help prevent database corruption.

Administration and Backup

The centralized nature of servers in client/server networks typically leads to easier performance of administrative tasks such as scheduling automatic data backups and other security tasks.  It is easier to automatically backup data which is saved to a central server than it is to backup data which may be spread out over many users’ computers in a peer to peer network. 

Where to Start

Two client/server networking operating systems that may be of interest for small law firms are Windows Small Business Server (formerly called Microsoft Small Business Server) and Windows Home Server.  Windows Small Business Server has been around in various
incarnations since 1997 and Windows Home Server was released in 2007.  Windows Small Business Server is more expensive and has more high-end features.  Windows Home Server is less expensive and has a less expansive set of features, yet may have enough power to suit small law firm practices that are not expecting to expand beyond 10 users.  Currently, Windows Home Server is only available to consumers pre-installed on hardware; individual copies of the software can only be purchased by “original equipment manufacturers” and “system builders.”

Windows Small Business Server (SBS) allows 75 users, whereas Windows Home Server (WHS) allows 10 users.  All versions of SMS come with Windows SharePoint Services for collaboration and Exchange Server for e-mail, and Premium versions include SQL Server, among other features.  WHS does not come with SharePoint, Exchange, or SQL Server.  Law firms looking for use of Exchange for e-mail should investigate SBS or instead look into using WHS plus the services of a hosted Exchange e-mail provider.  WHS doesn’t come with SQL server software but it can be purchased separately and installed on the WHS machine.  This is important especially for using legal case management and practice management software, as client/server versions of such software usually rely on SQL Server database technology.  Many vendors recommend use of a client/server version of the software once a certain number of users is reached.  Slowdowns in performance and speed of non-client/server versions have been reported at around six to seven users.  Keep in mind however that WHS only supports 10 users; for more than ten users, law firms will have to look at other client/server software such as Windows Small Business Server.

Both SBS and WHS provide helpful ways to access your server from anywhere over a web browser and an internet connection, called Remote Web Workplace for SBS and
Remote Access for WHS.  These features let users remotely control their computers from home or on the road, as well as access the servers, making SBS and WHS potential replacements for VPNs and software such as GoToMyPC and LogMeIn, which allow secure remote access to users’ computer files, software, and firm networks over the internet.

An important point is that whereas SBS servers can join existing server domain networks, WHS servers cannot. This WHS limitation may not be a problem if your network is currently a peer to peer network (or is not networked together at all), as there would not be a server domain to join to in the first place. 

Furthermore, WHS is not supported as an Active Directory domain controller. Essentially this means that WHS affords less control over and flexibility around user account setup and maintenance than Windows Small Business Server.  For certain tasks you may have to adjust settings individually on each computer as opposed to managing them all centrally.  You can set up WHS access accounts and passwords centrally with WHS, and set up access permissions to files, but each separate user will retain control over their local computer accounts and will have to sync their local log-in information with the WHS server.  In contrast, with SBS, users’ access to both the servers and their individual computers can be managed centrally, which can be administratively more efficient. 

Although some functions cannot be administered centrally with WHS, automated backups can be managed centrally, which is a strong selling point for small law firms.  WHS will automatically backup files as well as operating systems; entire computers or individual files can be restored.  WHS will only automatically backup computers running Windows XP and Windows Vista.  Law firms with WHS will want to add some offsite backup component (such as online backup)  to their data backup procedures.  WHS backs up data locally onto the server itself or to an external storage device.  Having an offsite/online backup component is essential for ensuring continuous access to your law firm’s important data in case the WHS server or external drives are ever destroyed in a disaster or stolen. 

Conclusion

Client/server networks have many advantages over peer to peer networks for small law firms.  Two types of client/server software to look into getting are Windows Small Business Server and Windows Home Server.  Windows Home Server is less expensive than Windows Small Business Server and has less features, but may be more than powerful enough to suit the needs of law firms not expecting to expand beyond ten users.

Other resources:

ArsTechnica
Windows Home Server in depth: the Ars Technica review

Law.com
Small Law Firms: Get a Real Server

ComputerWorld.com
Review: Windows Home Server is a powerful networking tool

DennisKennedy.com
Windows Home Server and SharePoint