Moving from an office server to the cloud: what makes sense

Many small businesses still have a server in a closet: an aging box that holds shared files, runs an accounting or practice management program, and maybe handles sign-in for the office. When it’s due for replacement, the question comes up: buy a new server, or move to the cloud?

For most small businesses, the answer is “mostly the cloud,” but not always everything. Here’s how to think it through.

Start by listing what the server does

Before deciding anything, write down every job the server handles. It’s usually more than people remember:

• Shared files (the S: drive or similar)
• Business applications, like accounting, case management or industry software
• Sign-in and computer management (often called a domain controller)
• Printing and scanning
• Backups of other computers
• Remote access for people working from home

Each job has its own best answer.

What usually moves easily

Shared files go to SharePoint and Teams. Files become available from anywhere, version history and recovery are built in, and people can work on the same document at the same time. With shortcuts in File Explorer, it still feels like a normal folder. See How to get SharePoint and Teams files in File Explorer.

Sign-in and computer management go to Microsoft Entra ID and Intune. Computers sign in with work accounts, get security settings and updates from the cloud, and don’t need to be in the office to stay managed.

Many business applications have a cloud version. Check with your software vendors first. A hosted version is often simpler than keeping a server running for one program.

What might stay on site, or move to a hosted server

• Older software with no cloud version that needs a server. It can sometimes run on a server hosted in the cloud instead of your closet.
• Very large files, like CAD drawings, video or medical imaging, where a slow internet connection would make opening files painful.
• Equipment that has to talk to a local server, such as some manufacturing or lab systems.

If something has to stay, the goal is a smaller, simpler footprint, and making sure it’s backed up and protected.

Questions to answer before you move

• Is your internet fast and reliable enough? Once files and apps live in the cloud, your connection matters more. A backup connection is worth considering. See Business internet options in Clark County.
• How are your folders and permissions organized today? A move is a good time to clean them up, and it’s much harder afterward.
• What will it cost over time? Compare a new server, its licenses, backup and support over its lifetime with the monthly cloud costs.

How a move usually goes

1. Inventory what the server does and who uses what.
2. Plan the new structure for files and permissions.
3. Move one department or folder first and adjust.
4. Move everything else, ideally over a weekend.
5. Keep the old server read-only for a little while, then retire it securely.

Weighing a server replacement? Learn more about our cloud services.