e-skills UK Guide

Sharing data

Sharing files on a network

Networks link together computers allowing users to share data, printers, scanners, internet connections and other resources. They are an efficient way to boost the computing and communications capacity of your business.

Unfortunately there is an element of technical understanding you will need if you want to setup your own network. Alternatively there are many third parties that you can employ to build your network if you are worried about the technicalities. We have listed some third party suppliers in the final task for this project.

For more details take a look at the Finding hardware products and suppliers Guide.

The cost of implementing a network can be from a few hundred £’s through to a few thousand £’s, depending on your business objectives. Remember - if you are working as a sole trader or are otherwise by yourself there is no point investing in a network!

What can a small business network do?

Properly planned, an efficient network brings a wide range of benefits to a business. Most of these benefits are related to better communication, improved data sharing, cost savings and enabling staff by ensuring they have the immediate access to the information, documents and resources they need.

Imagine everyone having access to:

• The best printer you own. Many small businesses will share a good quality colour printer for use on special customer work, using a standard black and white printer for other work
• The internet
• An intranet (a web site for internal use)
• The company quality manual but as a single copy that always has the latest revisions.
• Company forms such as leave passes, purchase order forms, invoice request forms etc.
• Information on capacity, bookings and customers.
• Diaries of colleagues to help schedule meetings.

These can be made available by a network. In most networks there is a large central server (essentially a high specification PC) that is used to store common files and documents. For information on purchasing an office server take a look at the Buying a PC server Guide.

What sort of network do you want?

When thinking about your network you should consider the importance and frequency of the following:

• Internet connection and Web browsing.
• Sharing a printer, scanner or fax.
• Sharing music, video and large files.
• Sharing databases of customers and suppliers.
• Sharing applications such as Office programmes or purchasing systems.

You should also consider the extent to which it will be used. Key questions are:

• How many users will you have connected to the network both now and this time next year?
• How many printers, scanners and storage devices will you have connected both now and this time next year?
• What volumes of data are you likely to need to access? This can get quite technical, but if you are a graphics or media company the chances are you will be transferring large files so this needs to be considered. For other small businesses this should not be an issue.

Introducing the Local Area Network (LAN)

As we have seen most small businesses will benefit from some type of  network, often called a local area network (LAN). Within a building or office this allows users to share printers, internet connections and scanners as well as being able to exchange files and maintain a central repository of information that all can access.

Another type of network that you may have come across is the wireless (commonly know as WiFi) network. This, as the name suggests, is a network which does not use wires to connect computers together. Instead it uses radio waves and as a result is extremely flexible in that computers are not tied to specific locations. Care needs to be taken with regards to security of the network since the data is now ‘broadcast’ around the office rather than sent down physical wires.

The first step in securing your router must be to change the default password settings on the router itself. There will be instructions on how to do this when it gets delivered. You may also be asked to “name” your wireless network. Many businesses will name it after their company – for example “SmallBizLan1”. This is a bad idea as it gives those interested in hacking into your business an instant confirmation they have hit upon the right wireless network!. You also need to ensure that you have wireless security enabled by using encryption to mix up the data being sent across the airwaves. The default has been something called WEP, but you need to ensure that you have WPA encryption enabled. This all sounds a bit technical, but don’t worry too much about the acronyms. Just select the WPA option on the router and you should be fine.

If you are in any doubt about securing your wireless network then you may find it easier to get some help. To help you find a suitable consultant look at the Getting emergency IT help guide.

Security concerns apart many small businesses will opt for a wireless network as it gives them great flexibility in the physical layout of their office and premises. We address the range of security issues in the following Guides: Protecting Important Data, Securing Computer Data, Controlling Access to Data and Securing Laptop Data.

Resources to help you setup a network

Setting up a computer network can be complex and time consuming. If you decide that you would like to try and setup your own network there are a number of resources that can help you;

Microsoft

HPInvent

Third party network installers

If you do not want to setup your own network then there are a number of third parties that can help you. If you want to find out more about selecting a supplier look at the Finding hardware products and suppliers Guide.

ITMANAGER

Commercial suppliers

We do not recommend specific products or suppliers; instead we provide you with a representative sample which covers the range of suppliers/products available. You may choose to look at these suppliers or products but this is entirely at your discretion.