Computer Hardware, Network and Software Recommendations The Right IT Person
The right IT person, computer consultant is important, very similar to a technician they have varying skill sets and understanding of our product needs and your overall computer needs. Our team of knowledgeable technicians is available by appointment to answer questions and work with your existing computer person. Our goal is for your business to have a high performance stable network.
Network
Peer-to-peer network
A peer-to-peer network works well for most service centers. In a peer-to-peer network, the server manages the data files and can also serve as one of the workstations. Typically, this computer is at the front counter. A dedicated server is recommended for higher volume shops and adds stability and security to the network.
Computers should be replaced at regular intervals. As software continues to become more robust in size and power, your computers will also need to increase in memory and speed. Business computers typically have a life span of 3 to 4 years, and you should budget to replace them accordingly.
When buying a computer or computers from a mass merchandizer keep in mind how much overhead the preloaded software drains from your computer. The bundled packages are nice and can be a solution when you need a computer in a hurry. Business computers loaded with Microsoft Professional Operating Systems and a minimal amount of added programs are the best solution.
You are best to have one of our technicians or your computer technician, remove all the non-business software. Computer performance can increase by as much as 20 to 30 percent just by removing those pre-loaded programs that take away memory and create overhead.
Recommended Computer Hardware Requirements Existing Computers
• AMD or Intel Pentium 4 processor, 1.6 GHZ or faster
• Minimum of 1 GB RAM on XP operating system and 4 GB RAM on Windows 7 or 8 computers
• Windows XP, Windows 7 or Windows 8
• Minimum of 6 GB free space on every hard drive
• DVD (required on the server; recommended on all computers)
• 20” or larger monitor that can support a resolution of at least 1024x768 • Minimum of 100 bps network card, recommend a 1 Gbps network card
• AMD Multi Core or Intel Pentium 4 or higher • 64 bit Operating System
• Minimum 4 GB RAM
• Windows 7 or 8 Professional
• Minimum of 6 GB free space on every hard drive • 500 GB Hard Drive and DVD
• 20” or larger monitor that can support a resolution of at least 1024x768 • 1 Gbps network card
Dedicated Server
A dedicated server is recommend on networks with 10 computers or more and high volume service centers writing and closing over 25 invoices a day. Please call us for detailed information on a dedicated server configuration. The dedicated server hardware and software platforms change so fast, we would prefer to talk one on one about the best solution when it comes to making a major investment in a true server environment.
Printers
A minimum of 2 printers are recommend. The current LaserJet printers work well for printing a color invoice, and laser printers are recommended for printing reports.
When purchasing printers, keep the following in mind:
• Printers should have paper trays that are enclosed drawers rather than open trays to keep out dust and dirt.
• Pay close attention to printer speed, and cost and production of replacement toner cartridge. It is also recommend purchasing a printer with 3X extended life toner. • Ensure that the printer is compatible with your operating system
• Color laser printers are an option be sure to check the cost of the replacement toner cartridges to ensure they are affordable.
• The HP LaserJet 8100 Pro is now a nice option for printing color invoices. It prints up to 27 pages per minute, and the ink cartridges have the longest life.
• Dot matrix printers are not supported.
There are some excellent low cost printer solutions for under $200. We recommend the Brother Laser Printer and HP LaserJet 8000 line for color printers.
Connectivity
Local Area Network (LAN)
Your network ties all of your computers together and allows each computer to access the internet. Therefore, it is critical that your network is properly configured and maintained.
To form a network, computers require a network card to a network switch via Ethernet cables of Category 5 or better. For adequate performance, you will need a minimum of 100 Base TX Ethernet network switch (though a Gigabit network switch is advised). All network cards, cables and switches/routers will need to meet this standard.
Network switches are inexpensive, but seem to be the last item replaced. It is important to upgrade your router and switch every 2 to 3 years. We find them to be the most common problem of an unstable network.
On new R.O.Writer™ installations, the following network settings should be configured by your technician.
• Put all of the computers within the same Workgroup; do not use a domain unless you have an excellent computer technician.
• Rename the workgroup to a name other than the Microsoft Windows default name of WORKGROUP.
• Name the computers by location. For example: server, counter, office, shop, etc.
• Give Administrator rights to your log in on all computers. R.O. Writer must be installed in administrator mode. After installing R.O. Writer your network administrator can start removing rights.
• Turn off “simple file sharing” (if using Microsoft Windows Pro Versions).
Internet
You will need to have high-speed internet access at your store, usually via cable or DSL. You will be accessing the internet for:
• Parts ordering
• Software updates (including R.O.Writer™, Microsoft Windows, anti-virus, etc.) • email
• On line repair information (such as Mitchell On Demand)
Software
Operating Systems
R.O.Writer™ runs on Microsoft Windows based operating systems. Apple computers running in Windows can also run R.O. Writer in a network.
R.O.Writer™ will NOT install or run on older versions of Microsoft Windows that are no longer supported by Microsoft.
Vista is not supported and has proven compatibility problems in a network and any Vista computer should be removed from a business network.
Once Microsoft discontinues support for an operating system (meaning they no longer provide updates and security patches), you will need to update your operating system to a newer, supported version of Windows.
Firewalls
Window has a firewall built into the software to help protect your system. Unless advised by your network administrator, this Windows firewall is usually sufficient. Firewall software and hardware does add a level of security and is recommended when your business moves to a dedicated server environment.
You will need to have an email account that is SMTP compliant. Check with your internet service provider to ensure they support SMTP.
Anti-Virus Software
Anti-virus software is recommended to keep your computers protected from viruses. We currently recommend professional anti-virus software with low overhead. Anti-virus programs that are not configured correctly can cause network delays if it is scans data as it moves across the network. This will slow up the performance of R.O. Writer.
Our recommendation for free anti-virus software is Microsoft Security Essentials and for
professional anti-virus with the lowest overhead. It is important that you set exceptions for R.O. Writer software so that it does not run scans everything the program runs or prints.
Suggested Maintenance Backups
Daily backups of your data (customers, invoices, inventory, accounts receivable, etc.) are critical. In the event of a hard drive failure, these backups can be restored to minimize the amount of lost data. To be effective, the backup must move your data off of the computer and on to another drive. Examples of effective backups are:
• Copying the data to the hard drive of another computer in the network, this allows you to make this computer the server in case the current server goes down.
• Copying the data to a “flash drive” (also known as pen drives, USB drives, thumb drives, etc.)
• Off-site backup with a company such as Carbonite is also recommended so that all the files on your hard drives are backed up on every computer in the network. Files that include pictures, emails, phone books and word docs that is priceless when you lose them.
• It is also recommended that you verify the quality of the backup with R.O. Utilities software.
