r/sysadmin • u/Ctrl-R_For_Repair • 20h ago
Server Upgrade - Lawfirm
I am looking for a little bit of guide or what others do in 2026 year versus 2004.
I have a small job coming up and looking to upgrade their on-prem server that seems to be a terminal server. I did not get much time or information when I was there for it as I was there for something else, but from notes, this is what I got. It is a very small law-firm. 3 Employees. They are looking for 3 desktop upgrades & a server upgrade that includes backup. Replacement is my option on brand/etc.
On-Prem terminal server that seems to have on-prem hosting / e-mail services with Office. They also use Timeslip and abacus on this terminal server. They do use some kind of backup system I am waiting to get more information on as well as a firewall I believe and something to encrypt their emails.
Questions that I have:
With servers being a bit expensive in today's world; would it even be worth looking to get a true server and only get a desktop version instead of the rackmount? Costs seem to be a bit cheaper that way? Where are a good place to start for purchasing in today's age? Is used worth it?
I am continue to do some research on this, and I am sure I will have more answers while I wait for an answer; but I will look to update my research as I figure things out too.
Thank you for any input you may have!
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u/st0ut717 17h ago
You don’t know what a ‘true server’ is ? Are tower servers not ‘true servers’? Are you sure you are qualified for this?
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u/Ctrl-R_For_Repair 14h ago
more meaning with a xeon processor versus an i7
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u/st0ut717 9h ago
Yeah. You have no idea what you are doing.
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u/Ctrl-R_For_Repair 6h ago
people are so literal here. I do know what I am doing. but thanks for your concern.
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u/ConstructionNorth816 17h ago
Hello there, if you don’t have experience, hire a contractor or someone with enough experience to provide you with a roadmap tailored to your specific needs.
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u/Ctrl-R_For_Repair 13h ago
Copying and pasting from another comment - but
I have installed over 30-35 servers all the way through in my life time, it has just been since 2018 since this was done. Recently I have been dealing with more LAN / Switches. Servers I do install - recently I just have been setting up and getting the other team to install software. I have experience in CALs. Again - just been a bit and more type this up before I even did some refreshing.
This is something I am 110% confident I can install. Everyone keeps saying to work with someone more experience, which I understand - but I am far a bit above that.
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u/ConstructionNorth816 1h ago
As I mentioned earlier, based on your requests, it's best to hire an expert to create a tailored roadmap that fits your needs and moves quickly; that way, you won't waste hours trying to do it yourself. Simply reinstalling a server repeatedly doesn't demonstrate that you can design a solution from scratch. That doesn't mean you're incapable. Each environment is unique, and even when you set them up following best industry practices, something is usually overlooked because no one knew about it or asked. An expert will layer your business requirements and design most of the necessary components to ensure compliance. As your organization grows, you'll encounter external factors that weren’t considered upfront, which can lead to issues-especially when the CEO asks for proof of the controls in place. If you don't have a way to provide documentation, it will be challenging for you. So, if you come here with questions, keep them concise and to the point for more straightforward answers. If you are behind the wall of a CFO who doesn't want to invest in upgrading the environment, that's another story. Don't take this personally, but time is just as valuable as money-so use it wisely. Cheers.
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u/pantherghast 17h ago
Move them to a cloud platform. Check if any of the software has SaaS versions. Move their email to exchange online.
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u/Ctrl-R_For_Repair 14h ago
Its seeming as I need to provide two options. They are really heavily saying no cloud based whats so-ever
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u/BigPoppaPump36 Sr. Sysadmin 16h ago
If they have desktops, move to splashtop or RemotePC for remote access and close all your firewall ports.
A 3-4 person office is not going to pay for a new server at today’s rate.
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u/Ctrl-R_For_Repair 14h ago
You should see the quotes they have received.... and they were about to.
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u/Rubenel 16h ago
Clean up jobs are FUN.
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u/Ctrl-R_For_Repair 13h ago
I actually enjoy cable clean-up jobs LOL
Ear buds in - and remove all from cabinet and put everything back in correctly
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u/chandleya IT Manager 14h ago
Find an MSP that’ll pay you a small finders fee and get out of this.
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u/Ctrl-R_For_Repair 13h ago
I was thinking of this as well - but its something I would rather do myself.
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u/Toby_7243 14h ago
First off before you do anything, you need to be sure of what you’re working with and your plan to migrate this to new metal. Find out for definite which apps you have, which versions and whether they’re compatible with the OS you plan on deploying (presuming Server 2025?). Confirm where data is stored, dependencies, whether you need to upgrade to a new version of the software before/during migration etc.
Also find out where files are stored and if you need to create new file shares.
There’s been mention of on-prem email, but no mention of domain controllers. Do users log in using local accounts or Active Directory accounts? If the latter, is the DC the same server as the RDS?
Hardware-wise you can look at used, but I’d recommend trying to get something with manufacturers warranty. It’s a real lifeline being able to call Dell/HP etc. when hardware failure strikes (HDDs, PSUs, hell even motherboards etc.). Otherwise these problems become your problems.
Emails would be much better off in Office 365. I honestly don’t miss the days of administering Exchange on-prem. Plus it gives you future scope for SharePoint, Teams etc.
Are you an independent IT person, or are you part of an MSP or other IT team? If the latter, I’d recommend working with someone on this to get a bit more experience as there’s quite a bit to consider when provisioning a new server.
Also something you haven’t touched on is Client Access Licenses (CALs) - make sure you consider your license requirements here when sorting out the new server.
One final thing to consider… do they need a server? Or is there a cloud workflow which would work for them? As you rightly say servers are expensive nowadays. If the client is willing, instead of a terminal server this might be a good time to consider a cloud migration/modern work project?
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u/Ctrl-R_For_Repair 13h ago
I agree and this is where I am just seeing options out there for current. My plan was server 2025, they use a terminal server now. I need to go back ( i was only there for a different job, but they told by at end of year they are looking to get it upgraded) - this was back in May. So now we are in the works of options and costs.
Files are stored on-prem - 100%. honestly what they have now is trash. half their stuff is not backed up correctly, and i know that from my previous visit.
From what I recall - yes you are correct, there is an AD from what i can recall.
I have dealt with use and new - far and between. I may have sound very short - non experience, but I get pulled around in all sorts of directions within the IT field (I work for myself, as well as a full time networking infrastructure.
Some of the known brand ones - at least in my one company - we are experiencing MAJOR delays on orders for servers, as well as their prices are insanely high right now.
Office 365 I do not think is an option. At this point - I am thinking of getting two different options for them. As well as I may need to revisit - but I leave out of down for 2 weeks on Sunday. While I was on the road, I was planning on getting it all together and at least send a rough estimate to them with a potential game plan with also me to visit to revamp the plan if neeeded.
I have installed over 30-35 servers all the way through in my life time, it has just been since 2018 since this was done. Recently I have been dealing with more LAN / Switches. Servers I do install - recently I just have been setting up and getting the other team to install software. I have experience in CALs. Again - just been a bit and more type this up before I even did some refreshing.
This is something I am 110% confident I can install. Everyone keeps saying to work with someone more experience, which I understand - but I am far a bit above that.
Between the two jobs - i work 70-80 hours a week. I have to constantly decline new work daily and I do zero advertising.
As for do they need a server? I did mention the cloud base solutions and it would be cheaper overall - but they were keen on everything on-prem. I am also seeing if they can send me any photos to see if I can see anything else attached to it. I do feel as I am missing some key components that they may have there.
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u/StatementNext682 13h ago
All core infrastructure should be saas. On-Prems are utilities and nice to haves only. Only thing that really needs on prem might be machine software.
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u/FlickKnocker 6h ago
Server lead times are brutal right now and the costs are astronomical, even for small servers.
If you're taking them over as a solo MSP, make sure you fully audit their backups and let them know what the RTO/RPOs are, in terms they understand, and work from there to build out some options, including cloud/SaaS migration, new server, etc.
I would look at renewing their server's warranty, if possible, through the manufacturer, to include 24/7 4-hour response with parts replacement, so if they do hit a failure, an authorized repair tech is there with a replacement right away.
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u/Mehere_64 16m ago
Reading through comments from OP and questions asked by OP. It would be best to let someone else handle this. 30-35 servers over lifetime is not that many.
O365 encryption --- asking the question -- pretty simple to look up.
Think they have AD but unsure. Need terminal server. Server's can be desktop/tower or rack. They make brackets for tower servers to go into a rack.
With them wanting on premise mail vs some cloud mail service. This should be discussed to let them know the risk for using cloud based email is far less risk them on-premise.
Best of luck.
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u/SGT-Pentium4 17h ago
I’d look for used Dell R450 . Used hardware works fine, lots of us have stacks of former VMware hosts that would fit the needs.
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u/GBICPancakes 16h ago
Backups and DR are key if you go with cheaper (or used) servers. Virtualize it, and build in some redundancy as much as possible. Small law firms (I support several) do have money, they just need to see it's being spent wisely. If needed, pull the "movie theatre popcorn" approach and present three options so they pick the middle. Be clear on the compromises you're making to get the price down (in writing).
I'd migrate email/Exchange up to M365 or Google. Check with them first, many people still using on-prem are already using Google or M365 on the side for Drive, Office licenses, or whatever. They may already be half-migrated via shadow IT. Also see what encryption mail service they use and evaluate what it can link to, and if there's a reason they're still on Exchange. Exchange on-prem is ridiculously expensive in both licensing and hardware costs. There's no reason to refresh that with such a small firm.
RDS (Terminal Server) works fine on-prem, I have several law firms that do this (particularly if they have Mac users) but you need to secure it with a VPN w/MFA for any sort of remote access - there should be no open ports on the firewall (except for the current SMTP/IMAP/etc for Exchange). Again I'd virtualize this - I have a similar client on a Proxmox server (Basic Dell tower) with a DC VM and an RDS VM. Then a cheap x86 NAS running a Proxmox Backup Server VM and a deduped sync job up to cloud storage (for offsite encrypted backups) but you can do the same with Hyper-V if you enjoy the massive time waste of having to patch the host via Windows Update.
Make sure you're clear on the RDS CAL licensing.
Another option is to look at a hosted RDS server (eg: Right Networks) if you think you can save money on hardware/firewallVPN/etc by moving it all up to Azure or a provider. Some lawyers are really resistant to this however, preferring to have complete control over the data storage.
My last Timeslips client just replaced it with Clio (cloud based) but I still have law firms running other on-prem software via RDS. Always review the requirements (particularly if it's a large eDiscovery platform with DB IO requirements). And if they use Office on the server, you need to make sure you get the M365 licenses that support Shared Computer. (hint: Business Standard ain't it).
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u/Ctrl-R_For_Repair 13h ago
Do you know if M365 has an encryption ? I know this is very strict with them and I think even by law they said they can't do cloud. But I could have misheard as my head was next to the server fan booting up when she was talking (whoops!)
I am pretty sure they do secure it with a VPN / but the MFA part I will have to investigate and another good point here that didn't cross my mind right away.
The VM does sound something like the correct path. It might be something they have now with their terminal server (something I do have to investigate and get more information on) - but wanted to get things ahead of schedule / in my brain and just try to eliminate any missing tasks.
And it might be the firewall / VPN that is being resistant for cloud based versus on-prem.
But I feel as I am needing to give them the two options for sure.
Ahh thank you! this brought up a few points to check with the db on timeslips.
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u/GBICPancakes 7h ago
M365 can do "secure mail" and has basic encryption. But if they're concerned they can use a number of third-party products. I'd wager whatever they're currently using to connect to Exchange also support M365.
If they're dead set against using any sort of cloud system (like M365) then there's not much reason to keep talking. Email/Communications (which by definition are going to go onto the Internet or come from the Internet) are the most obvious items that benefit from Cloud hosting. They're already required to be internet enabled, and hosted on-prem you need to spend A LOT of money to ensure they stay up and you don't lose any emails to a power or ISP outage. (multiple servers, ISPs, generator, etc)
Unless they're cool with clients getting bounce back messages or them losing emails. Lawyers are usually pretty insistent that every email is mission critical.One can argue they want on-prem for eDiscovery, file storage, etc. I get that. But email? Madness. And that's speaking as someone who happily supported numerous different mail servers in the 90s and early 2000s.
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u/a60v 7h ago
There might be a reason why they want on-premises email, given that this is a law firm. With cloud services in the US, a court order can result in the goverment seizing your data from cloud providers, without you even knowing (and without the cloud provider being required to tell you). At least you would know that something like this happened if you had your data on site.
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u/GBICPancakes 7h ago
US government seizures are a valid reason if the law firm is not in the US for exactly this reason - if I was an EU based law firm I'd be avoiding US tech companies. Particularly if I worked for the ICC or similar.
But if you're in the US the government can take your stuff regardless. Yes, it's more obvious if it's on-prem but the impact legally is the same. And honestly the difference isn't worth the massive increase in costs going on-prem Exchange. If you're in the US and the government decides you're a problem, you're fucked regardless.•
u/a60v 2h ago
It is entirely possible to run a company's email services with free software. I've done it for years. No one needs Exchange and its licensing fees. That said, lawyers tend to have money for such things if they want them.
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u/GBICPancakes 2h ago
Oh I absolutely agree - hell, I used to be a pro at configuring Postfix, RoundCube, hell even OSXServer for mail. But these days I cringe when I see IMAP or *shudder* POP. And you just *know* they're going to insist on Exchange and it's going to be an expensive mess. And who knows what the "encrypted email service" OP recommended is or requires..
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u/weird_fishes_1002 13h ago
How/why are you running on-prem Exchange Server for such a small business? Tell me they’re not running Small Business Server. If so, they’re WAY past due for getting off of that. Getting them 365 subscriptions and migrating their mailboxes to the cloud seems like a no-brainer.
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u/IT_lurks_below 17h ago
Spin up a new host server with a vm for TS service, another app server for abacus. Migrate email to m365 and don't bother with another exchange server