by Gus Hrncir
Last month I told you, “Don’t Back up Your Drive.” This month’s advise is to put all your data files in one place. I will describe the configuration of my network in this article and offer some guidelines how to manage and organize your data.
File Server: My peer to peer Windows 98 network has six computers on it. The “file server” is a Pentium class machine, AMD 233 processor, 64 megs of ram, two 6.4GB hard drives and the DriveDefender card from Promise Technology, Inc. Please refer to my article in October 1998 HAL-PC Magazine, page 28 for more information. This “file server” is running Windows 98 operating system. The hard drive is partitioned 1.2GB to drive C, which holds the operating system. This drive C is not shared with the other computers on the network so important system files on the server can not be accessed by users from their machines. This will prevent users from corrupting the operating system on the “server” because they can not see drive C when they browse the network using Windows Explorer. Drive D, is 5GB and user data from all machines on the network is stored in this partition. Drive D, is “shared” with all users on the network. This means any computer on the network can access client files because they are stored on the “server machine.” The file server only has Windows 98 software installed, no other application software. This will lower the temptation to use this machine as a “workstation” and concentrate its activities in sharing data with other machines and a print server.
Backup: The “server machine” is backed up with a 1GB removable Sparq drive by Syquest which is set to do automatic backup of the “data drive” on a scheduled basis. Once you set up the backup frequency you can forget it except for changing the backup disk (media). Windows 98 includes backup tools to accomplish this task. Microsoft Backup is not a default selection in the Windows 98 installation process. The tool can be added using Add/Remove Programs in Control Panel. It is located in the Disk Tools component. The Scheduled Task Wizard will let you run useful utilities and routine tasks at regular intervals. I use the Scheduled Task Wizard to manage my backup responsibilities “full back up” weekly, and “changed files” daily.
Print Server: The “server machine” also acts as a “print server” with a HP Laser Jet printer attached to it. Windows 98 allows anyone on the network to use this printer. We have also figured out how to let a DOS program user access the network printer. Most DOS programs look for a printer attached to the back of the machine you are working on at the “LPT1” printer port. To set this up in Windows 98, go to control panel, properties, details tab choose “print to the following port.”
File Organization: Files are organized in the “server machine drive D” with a directory (folder) for each client. Each client’s data files are stored in the respective directories created to correspond with their name. This is similar to a paper based filing system. The rules are simple, “file it” in the client file associated with whom you are working on. For example an IRS letter concerning client Jones would be filed in the Jones directory. With the long file names available in Windows 98 we name this file IRS101598.doc and know this was a letter concerning client Jones written to IRS on 10/15/98. We use other directories, “Invoice” with sub directories for each year, 1997 and 1998. All 1998 invoices are stored in the 1998 subdirectory of the invoice directory. We have set the default file location (to save client data files) for Excel, Word and Quick Books to save data on the “server machine” in a directory “client data” and not the local machine. On each machine is a note card that describes the file structure on the “server machine” to help users save their data files in the right directory. The default directory is “client data” on the “server machine” if data files are not put in the correct directory they will show up here and can be easily moved to the correct directory using Windows Explorer. This is a simple straightforward file management process based on the manual method of file management. The RULE: keep all information dealing with one client in his client file. I have taken longer to describe this file management process than it takes when you use it on a daily basis.
Workstation Machines: Let me describe the machines, which we use in the accounting practice to do data entry, prepare spreadsheets and word processing. These are all Pentium class (socket 7) machines, with a processor speed of 133 to 350MHz. All machines have 64 megs of ram except for 128 megs on the newest machine. Software is installed on the workstation machine depending on the function required of that machine. For example, one machine is designated “tax”. All tax preparation software is installed on this machine. A scanner is also attached to this machine; client tax data used to prepare a tax return is scanned into the computer using Xerox Pagis pro software for management of this information. Comment: we are trying to go to a paperless office and I have removed the copy machines from my office to force me to do this. Scanners are attached to two other machines to enable easy capture and organization of client data using Xerox Pagis pro as mentioned above. The “accounting machine” has accounting software on it for doing bookkeeping data entry. QuickBooks and Peachtree software is on this machine; we do bookkeeping for our clients here. Several other machines have the Microsoft Office 97 Professional package installed on them to do Excel spread sheets, Word documents and Access database work.
All machines have McAfee virus protection software, UPS battery backup and Internet access. Network interface cards (NIC) rated at 10mbps are installed on all machines. The “mbps” refers to the data transfer rate; the larger the number the faster data transfer rate. The network hub ties all the computers together and acts as the central meeting point for network wires coming from each computer. The current network hub is a 10mbps hub. I plan to update the network hub and network cards (to 100mbps) before tax season 1999.
Router: The Ascend Pipeline 75 Router and the digital phone line provide Internet access to all workstations on the network simultaneously with no modem. The router is located near the network hub and connected to the network hub. I have a UPS battery backup serving both the router and network hub. The computers are connected to the network hub using category 5, twisted pair network cable with RJ45 connectors on the cable ends.
Printers: The network laser printer on the “server machine” is available to all users, and additional printers are available. One workstation has a color printer attached to it. This printer is shared and can be used by anyone on the network. Handy for printing Excel charts and graphs in color. I also use it for printing out Internet Web Pages. The Tax workstation has a laser printer connected directly to the machine and normally does not use the network laser printer. The volume of printing done by this machine justifies a dedicated printer. During tax season this printer will use a case of paper ever week to ten days. This is an example of locating resources where you need them.
Sleep: Be sure to set up the “server machine” configuration not let the hard drives “spin down” and go into power saving mode. In Windows 98, go to control panel, power management and set “turn off hard drives” to NEVER. Otherwise the hard drives will go to sleep and you can not access data on the “server machine.”
Network Tools: Windows 98 comes with four network management tools: System Policy Editor, Registry editor, System Monitor and Net Watcher. I use Net Watcher to monitor the network and view the resources any “work station” is sharing.
Here is what I have accomplished by setting up a network in my office:
• Concentration of data files to provide access to client files by all users.
• Simplify backup; use Windows 98 Task Scheduler to run Microsoft Backup.
• Share the printers on the network, everyone can have access to the color printer.
Everyone on the network has access to the CD ReWritable drive. When we go to a clients office it is easy to copy all his data, and client documents (we scanned in) to a recordable CD ROM disk to take to clients office to use in the laptop computer.
This one CD-ROM replaces two file boxes of client data and files I would haul to the client’s office in the “old days.”
Gus Hrncir is a HAL-PC Director and an active member of the Build or Buy a PC SIG, he can be reached at hrncir@hal-pc.org
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