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The below tips and
suggestions hit the major points about purchasing computer equipment, focusing
on desktop workstations and related equipment primarily for business, but
certainly do not answer all questions or cover everything you need to consider.
Before we forget, plug everything into a computer grade surge protector.
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Before you think about hardware or software, you must first decide for what jobs do you want the computer or computer system. |
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You must determine for what purposes will you use the computer or computer system. |
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You must determine not only what you need to do on the computer now, but want you want to do with it in the future. In other words create a needs list and a wish list, a computer business plan as it were. |
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If your business
or organization plans to have two or more computers you must consider
networking the computers to save on expensive computer resources
such as printers.
A simple Microsoft
Windows 95, 98, 2000, NT, ME or XP® or peer to peer network
will cost far less than a second printer, even for a two computer
network. For larger networks you should consider a Microsoft Windows
2000® Server based network. NSL Associates features the Microsoft
Small Business Back Office Server® for an efficient cost effective
network system designed for ease of use and the reduction of
the total cost of your computing resources ownership.
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Create a budget for your computer or computer system based on good financial business principles, not on your perception of how much it will cost for a whiz-bang system. |
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Consult with a
computer expert who can then steer you to the appropriate hardware
and software to accomplish your near term and long term goals.
NSL Associates would be pleased to
assist you at this point in your deliberations and your plan implementation.
Contact us via Email at sales@nslassociates.com,
by telephone at (215) 732-6311, or fill out our Information
Request Form. |
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Please find below in the tips for modems
a important information about the new "high speed" modems
for Internet access, your security problems when you use them, and
your need to still have a standard modem. |
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Processor
Unless you're only going to use the computer for word
processing, and in fact even if you're going to use the computer only for word
processing, get a computer with at least a Pentium 4® or "equivalent" processor
which runs at the maximum speed which makes sense for your budget, but certainly
not less than 2.0GHz. Frankly, we suggest, if you can afford it, go to a Pentium
4, 2.8GHZ® based computer with a 533MHz Bus speed, or perhaps an Athlon XP
series® based computer or equivalents. With the changes in software today,
and with the use of multimedia, this choice will be well worth it over the life
of the computer and should reduce your total cost of ownership during your computing
lifetime. Software today, and operating systems such as the new Microsoft Windows
XP® require a great deal of processing power to operate efficiently. In addition,
make sure your processor has at least a 512K external or L2 (Level 2) burst cache
or equivalent. The cache will help make your computer run more optimally.
Return to Tips Contents
Memory
With today's software running under such operating systems
as Microsoft Windows XP® (Most businesses will be running these operating
systems since the majority of today's software for business is written primarily
for them.) and with the low cost of memory, you should get a minimum 256 megabytes
(MB) of random access memory (RAM), or if your can, 512 megabytes (MB), or more,
considering today's heavy multimedia usage and the demands of tomorrow's programs.
For my business customers we always recommend starting with at least 256MB
RAM in all their new workstations. The computer should have SDRAM (Synchronous
DRAM) or better, such as RDRAM or DDR SDRAM. If your workstation will be running
Windows 2000® or Windows XP® then we recommend a minimum of 512MB of SDRAM
or more.
If your budget allows for more RAM, it's always worth
it, up to 512 MB for computers running Microsoft Windows 98®, Windows NT
®. For computers running Microsoft Windows ME®, NT, 2000®, or XP®
which can benefit from more RAM you could consider getting as much as 1GB of
SDRAM or better. If you're still using Windows 95®, remember that no more
than 128MB of RAM is actually utilized.
Today's computers use DIMM slots for computer memory.
Many of today's computer only have two (2) or these DIMM memory slots so it's
important to try to get all of the memory you purchase initially in your computer
to be in one slot so you can add more in the future if desired, without going
to the expense of discarding your existing memory. Memory does come in 128MB,
256MB, and 512MB SDRAM DIMMs so it's easy to get your memory in one DIMM.
Return to Tips Contents
Hard Drive
All your programs, data and operating system software
are stored on your hard drive. With the costs of Hard Drives having dropped
so much in the last year, for business, we recommend the hard drive be at least
20 Gigabyte (GB) in each computer. If the computer is going to act as a data
repository or file server it should have at least 60 GB of hard drive capacity.
If you're going to be storing any video, or working with it, get a hard drive
with a 60GB to 120GB capacity or more. Remember when choosing a hard drive that
if you are going to create a lot of graphics and/or video files you'll need
more space rather than less. The hard drive controller should be located on
the PCI local bus which will add a lot of speed to your drive.
Return to Tips Contents
Graphics Adapter and Monitor
The graphics adapter is the hardware which tells
the monitor what to show on its screen. No matter how fast a computer you have,
a slow graphics adapter will slow everything down to a crawl. We recommend you
get a 64-bit PCI adapter with at least 32 MBs of memory. If you're going to be
manipulating and graphics then get 64 MBs of memory with DDR, WRAM, SDRAM or VRAM
memory. Your graphics adapter should be based on the AGP (Advanced Graphics Port)
graphics standard. The adapter should be able to display resolutions of at least
1024x768 with millions of colors shown.
The monitor should have a minimum size of 15
inches. If you are going to do graphic design, CAD work or publication design
you should move up to at least a 17 inch monitor which has the capability of
showing more of your work on the screen without scrolling and which will be
less tiring to look at when using high screen resolutions. Higher screen resolutions
allow more to be displayed on the screen. The monitor should be able to support
resolutions of at least 1024x768, have a dot pitch of .24 mm or .26 mm (smaller
is better) and have a vertical refresh rate of 85 Hz at the resolution you wish
to use. If you're purchasing a standard type of monitor (CRT) we strongly suggest
you purchase a flat screen CRT (not to be confused with a flat panel screen)
to substantially eliminate the distortion displayed by a curved screen.
A year ago flat panel monitors were very expensive.
Today those same monitors are affordable. Flat screen monitors have some important
advantages over standard monitors. Their biggest advantage is their space-saving
size on a cluttered desk and their capability to be easily placed a comfortable
distance from the user. Their resolutions, brightness and their ability from
being viewed from oblique angles are now excellent and generally on a par with
standard monitors. In addition, we read about the potential effects of "monitor
radiation" for those who sit close to their screens. Flat panel monitors
all but eliminate this potential hazard.
The quoted measurements of flat panel monitors and
CRTs are not directly comparable. First you need to know that the measurement
quoted is a measurement of the diagonal distance between to opposing corners
(upper left to lower right) of the monitor. A 17" CRT monitor normally
has an actually screen size of 16". A 17" flat panel monitor normally
has a screen size of just that, 17". Therefore comparing the two with the
"same size" the flat panel monitor is actually larger.
Flat panel monitors come as either digital (can take
analog signals as well) or analog only monitors. The digital flat panel displays
(monitors) produce better results compared to analog, but do cost more. If you
go to the expense of purchasing a digital flat panel monitor make sure you get
a graphics adapter which can send a digital versus and analog signal to it or
you're wasting your monitor purchase to some extent.
Considering the above we don't hesitate recommending
digital flat panel monitors for any office situation.
Return to Tips Contents
CD-ROM/DVD-ROM/CDR/CD-RW
The price of DVDs has come down significantly during
the last year. DVD-ROMs can play both DVDs and CDs. On most new computers the
price differential between a 16X DVD- ROM and a 48X CD-ROM is about $50. A 16X
DVD-ROM runs CDs at about a speed of 45X. DVD-ROMs or CD-ROMs are necessary
in today's computers as they afford essential flexibility. Many programs
today come only on CD. Some programs that come on multiple CDs now come on a
single DVD as well. In the future, we think these programs will be only on DVD.
With the DVD-ROM you have serious multimedia capability, not available without
it.
We recommend DVD-ROMs for all computers instead of
a CD-ROM.
CDRs or CD-RWs enable you to make (burn) your own
CDs and are useful for a variety tasks including backing up cds and archiving
data, as well as other tasks. Both use lasers to write the data on to a blank
cd. CD-RWs can either write "once write" cds (standard cds) or "rewritable"
cds (they can be written to and erased like floppy diskettes). CDRs can only
write "once write" cds. CD-RWs universally have a heavier duty laser
compared to CDRs which is far more durable and we therefore always recommend
a CD-RW over a CDR. The cost differential is negligible. There are combination
units which offer DVD-ROM and CD-RW in the same box. We do not recommend these
units. The reduction in the quality of both the DVD and CD-RW portions of the
unit more than offsets their cost savings in our opinion. If you really need
both in a lap top computer then go for the "combo" unit, but recognize
the reduction in quality compared to separate units.
There is a caveat to making cds with the CD-RWs.
There is an international standard for writing "once write" cds (standard
cds). There is no standard for rewritable cds. Therefore recognize that while
any standard cd you produce from your CD-RW can be read by any CD-ROM, the same
is not true for a rewritable cd. Generally they can only be read by the same
company's CD-RWs.
There are DVD writers available today. Many of them
are quite good. If you need to be able to write DVDs then by all means purchase
one of these units, however, recognize that there is no true international standard
for DVD writers today. We still have numerous competing standards, although
we seem to be moving toward one standard. If you purchase a DVD writer with
the "wrong" standard, you may have to purchase a new one further down
the road and you may have DVDs which will not be able to be read at some point
in the future. Furthermore, the DVD you produce now, may or may not be able
to be read by the DVD-ROM in your own computer.
Return to Tips Contents
Sound
We recommend that you don't take out the sound card
from a computer shopping list to save money. It would be a false savings over
the long haul. They're not just for games, but for presentations too, and having
sound can be very helpful when trying to learn new programs. Computer tutorials
work best when sound is available. With the poor quality of written documentation
of programs today these tutorials are becoming increasingly important. The sound
card should be at least a 32-bit card which uses wavetable synthesis to produce
realistic sounds and should be Soundblaster® compatible. For better sound
quality and capability get a 64-bit sound card. Make sure you get powered, shielded,
quality speakers so you have sufficient sound quality.
In our opinion (This is not a plug for Creative Labs, maker of Soundblaster® products.) the only truly Soundblaster® equivalent sound cards are Soundblaster® cards themselves. If you need absolute Soundblaster® equivalence for games then make sure you have an actual one from Creative Labs. Every time someone tells me a game program's sound is not working properly we find they don't have a true Soundblaster® card inside their computer.
Return to Tips Contents
Modems
Being able to hook your computer with the rest of
the world has become essential. Free and timely updates and upgrades of computer
software are available via modem. Valuable information of all kinds is available
as well via the Internet and other sources. Email has become a standard business
tool. Many computer consulting firms such as NSL Associates use modem technology
to more quickly and economically assist our customers. Get a 56K V.90 data/fax
modem (see our note below) with data compression
available and with the fax speed up to 14.4 kbps. You will be surprised what
a help it is to be able to fax directly out of your computer. Today's internal
data/fax modems aren't particularly expensive and I would definitely get a data/fax
modem in my computer even if I intend to use a high speed connection to get
on the Internet for two basic reasons. First, having the data/fax modem allows
you to easily and inexpensively send a fax from your computer. Second, you will
have a backup method to connect to the Internet when your high speed connection
is down, and it will go down from time to time.
Today, there are two new technologies in ever increasing
use by both home and small business users which will enable you to connect to
the Internet at speeds of between 640K and 7.1M, more than 125 times the speed
of the 56K analog modem. These devices are xDSL (Digital
Subscriber Line) and the Cable Modem. xDSL comes through your existing
telephone lines and are offered by your local telephone company and other organizations.
Cable TV companies are increasingly offering Internet access through their cable.
For each of these services you need a special high speed modem (compatible with
the service provider's system and a 10 Base T Ethernet network card through
which the high speed modem is connected to your computer. If you have access
to these services within a reasonable price, take it as the speed is fabulous.
Please go to our High Speed Internet Connection
page for more on DSL and Cable Internet Access
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There
are five caveats about cable and DSL Internet access. First, DSL
and cable modems allow you access to the Internet, but if the resource
you want is "on-line" but not on the Internet you'll still have to use
a standard modem over the phone lines.
Next,
you can't fax, except through an Internet fax service through the Internet,
and therefore the cable modem. You'll need your standard fax modem connected
to the phone line for that one too.
Next,
sometimes the high speed connection fails, especially due to ISP network
problems. In our office it always seems to fail at the most inopportune
times. We have dialup access through a 56K V.90 modem for such times.
At least we can continue to send and receive email. Our high speed line
account includes some dialup access at no extra charge. If it were me
I would want to have some kind of backup to the high speed access. At
this time surveys of high speed users indicate their ISP goes down between
1 - 2 times per month, on average, with down times from 30 minutes to
4 hours, sometimes longer.
Next,
if you send email from multiple mail boxes through the Internet, for example,
from both your home and office boxes, you might not be able to do that
through your cable or DSL connection. A number of cable or DSL ISPs won't
allow you to send mail which contains a return address which is not in
their domain. Verizon's mail server, for example, at the time of this
writing, will electronically refuse to send email with return addresses
which aren't in their domains (verizon.net, bellatlantic.com or gte.com).
You won't be able to use your company email address domain with Verizon,
unless you want to pay an extraordinary fee per address you wish to utilize.
Finally,
SECURITY, SECURITY, SECURITY.
Please go to our High Speed Internet Connection
page for more on DSL and Cable Internet Access and their security solutions.
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Return to Tips Contents
Peripheral Devices
Each computer should have at least 2 serial, 1 parallel
and 2 USB (Universal Serial Bus) ports. In today's computer, the serial
ports should be high speed and the parallel port should be bi-directional. These
"ports" are where you will connect external modems or printers. The USB ports
provide a new and easier way to add peripherals such as scanners and video to
your system. Don't expect to use the USB ports right away however. Eventually
they may eliminate the other ports. This specification is with the future in mind.
In addition newer computers have "Firewire" (IEEE 1394) ports. If you're
interested in Digital Video the best way to transfer data from your camera to
your computer is through "Firewire." "Firewire" cards generally
have between two and four connectors and are inexpensive. Make sure your operating
system supports these ports before you buy a "Firewire" card.
Each computer should have at least 2 and preferably
3 slots inside the computer free for installing additional hardware with
a combination of ISA (older standard slot) if you have legacy cards you want
to use, and PCI (newer and faster standard slot) available. If you don't have
older ISA cards you want to use in your new computer you'll only need PCI slots.
Many computers today come with only one serial port
and have no ISA slots. If you have legacy cards which you wish to use that require
an ISA slot you will not be able to use them in the new computers. If you have
multiple serial port use products recognize that you may have a problem when
upgrading to a new computer. Computer manufacturers today are building computers
with as many as 4 USB ports which replace the older serial port. You need to
be aware of these changes.
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to Tips Contents
Backup
It is a strategic imperative that every business
needs to be able to backup the information on their hard drive on a daily basis.
The information in the computers of most businesses is not only important, but
usually it's mission critical. Business owners wouldn't go without personal health
insurance for all the obvious reasons. Backing up you computer system is your
insurance against the computer's poor health. Computers and computer components
eventually fail. Business must have backup to prevent the catastrophe of computer
failure information loss and the high cost of computer information reconstruction,
if its even possible to reconstruct.
We recommend EIDE or SCSI internal tape backup devices
utilizing TR-X tapes, sized appropriately for your computers, because of their
ability to compress data and their speed, except for network systems where other
choices such as a DAT or DLT tape backup device may be more appropriate. The
size and type of your backup unit primarily depends on your hard drive space
and your system configuration.
On non-networked computers you might be able to back-up
with CD-RW drives or ZIP drives. While we do not recommend backing up to CD-RW
disks, backing up to Zip cartridges may be a viable alternative. Zip cartridges
have a capacity of up to 250MB. If you don't have much data and aren't worried
about the length of time necessary to restore your system from scratch in case
your entire system crashes the Zip cartridge may work for you. The only caveat
would be that the Zip cartridge must be refreshed by recopying to it at least
once every two months to keep your cartridge fresh.
CD-Rewritable (CD-RW) disks are not reliable backup
media. This is because the CD-RW format on the disks varies from CD-RW writer
to writer. What was written in a Sony unit probably can't be read in a Pioneer
unit. Furthermore, what can be read in a Sony unit manufactured a couple of
years ago might not be able to be read in a new Sony unit. So if your computer
crashes and the CD-RW writer can't be made to work again you will have lost
your backup. And heaven help you if you drop the CD-RW and scratch it. That
too might cause significant data loss.
If you want a cheap shortcut to a good backup then a
Zip drive might work. We recommend the use of Tape Drives.
Return
to Tips Contents
Networking
If your business is going to use more than one computer
NSL recommends that you network them. Networking with today's Microsoft Windows
95®, 98®, ME®, NT® 2000® and
XP® operating systems is easier than you think.
Networking is recommended since it will enable an office
to share expensive hardware resources such as laser printers. In addition,
networking facilitates file sharing (document sharing) for editing, collaboration
and informational purposes. It allows more than one person to simultaneously work
in such programs as an accounting system, for example.
Whatever network you choose it should be as easy
to administer as possible while giving you necessary system security.
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Networking Specifics
Network Topology
There are numerous network topologies which
a business or even a home with multiple computers could employ. NSL Associates
recommends that an Ethernet 100 Base T (fast ethernet) topology is used.
10 Base T networks operate at a maximum speed of 10M bits per second while
100 Base T networks operate at a maximum speed of 100M bits per second.
The cost of 100 Base T equipment has substantially dropped in the last
year reducing the cost differential of 10 Base T and 100 Base T to almost
nothing. If your budget can stand it and you plan to have significant
database work such as in accounting systems and alike opt for 100 Base
T. We always recommend 100 Base T unless the network is so large that
fiber optic cabling and it's faster ethernet topology makes sense.
By the way, there are faster topologies than
100 Base T now (Gigabit technology), but for the typical network system
in an office this technology is overkill since it's unlikely today's "personal
"computers versus "mainframe" computers will ever even
use the full 100 Base T capacity.
Implementing either topological system
involves the purchase of a Network Interface Card (NIC) for each computer,
a hub or switch (according to network bandwidth considerations) used to
connect the computers to each other, and cabling. Buy quality Plug-n-Play
(pnp) NICs since they're much easier to install. Get a hub with enough
ports that will allow your system to grow without having to buy another
hub right away. Some businesses will need multiple hubs due to the number
of machines and their physical locations. If you're only connecting
two computers you could use a "crossover" cable and not need
a hub.
Wireless ethernet topology is available, but
so far we at NSL Associates have found it far too expensive, too slow
and too unreliable to be used except for those few times that stringing
cable is just way too difficult or expensive.
Cabling
For cabling the network NSL Associates recommends
Category 5, twisted pair cabling using RJ45 connectors which look like telephone
modular cables and connectors. They're not. Category 5 quality will allow
you to have trouble-free network transmissions at the 10MB or 100MB speeds.
If you're putting in a 100MB network than Category 5 cabling is imperative.
Lesser quality cable literally just won't work on the fast networks. Don't
put in cheaper versions. They are not worth it anyway. You always get what
you pay for.
Operating Systems
NSL Associates recommends the use
of Microsoft Windows 98® Second Edition, Microsoft Windows
ME®, Microsoft Windows NT®, Microsoft
Windows 2000® and Microsoft Windows XP® operating
systems to directly network your computers. The Peer-to-Peer network capabilities
built directly into Microsoft Windows® are excellent and sufficient
for many small businesses who wish to share peripheral devices such as
printers and share files. Once a dedicated server is needed for such programs
as an accounting system and others and/or for a higher level of network
based security, NSL Associates recommends the use of a server running
on Microsoft Windows 2000 Server® utilizing the latest service packs.
This network operating system is highly stable, efficient and secure,
With it you can continue to run your workstations on various Microsoft
Windows® products. Furthermore, NSL Associates recommends the use
of the Microsoft Windows 2000 Small Business Back Office Server® for
business with 25 or fewer workstations as it makes Microsoft Windows 2000®
Server very easy to use, administer, and maintain and has economical total
cost of ownership.
For offices, Windows 2000 Profession® or
Windows XP Professional®, for
workstations is an excellent choice. For servers we recommend Windows
2000 Server Editions®. Upgrading to Windows®
Servers of any version will require extensive
planning prior to its installation.
Overall Recommendation
NSL Associates also strongly recommends
that any business moving to a networked system consult with a computer
expert who can lead you through what can be a complicated, though cost
effective installation effort. NSL Associates would be pleased to discuss
becoming your network consultant. Should you wish to contact
us directly we are at your disposal. Should you want additional information
please click here to leave your request.
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Return
to Tips Contents
Removable Hard Drives
Removable hard drives such as the Iomega Zip or Jazz
drive, and others are disk drives that operate at almost standard hard drive speed
(much, much faster than floppy drives), but use removable cartridges not much
larger than the old 5.25" floppy diskettes, except that they're about 0.25" thick.
These cartridges have a capacity ranging from about 100MB to 1GB.
These units can be useful in several areas. If you want
added security for special data you can put this information on the removable
cartridge, run it in the computer at hard drive speed and lock it in the safe
at night. Backing up a cartridge means disk copying it; an easy task. If you
want a very fast backup of some critical data, backup to a removable cartridge
which is much faster than backup to tape. If you work with a lot of graphics
which would take up too much room on your hard drive for the amount of time
you'll need easy access of the graphics, put them on a removable cartridge.
If you want to archive data for short periods of time, put it on a removable
cartridge, although periodic refreshing of data is a must to ensure its integrity.
For limited archival work this method is less expensive than using writeable
CDs. I'm sure you can find many other uses as well.
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to Tips Contents
Power Conditioning
If you're not prepared to make a $35 or so investment
in a computer quality surge protector for each and every computer and plug
in your printers and other devices into the surge protectors, then don't buy ANY
computer equipment because sooner or later when that surge of electricity burns-out
a piece of critical hardware or zaps data you're going to pay a lot more than
$35 to fix the situation. Plug in your phone line to the modem through the surge
protector as well.
And you better believe it, power surges do run
throughout the power grid, and they do burn out unprotected electronic devices.
I personally have seen a fax machine completely zapped when a nearby electric
company transformer short circuited sending a power surge on the wire as it
burnt-out. Lightning strikes on power lines cause huge power surges through
those lines into offices and homes. Mechanical equipment generally has a large
capacity to handle such surges, but electronic equipment doesn't. My home stereo
and televisions are all plugged into surge protectors.
Uninterruptable Power Supplies (UPS) are battery packs
for computers and cost a lot more than surge protectors, but they enable computers
to operate when the power fails for a limited time. The idea is to keep the
computer running so you can orderly shut down your computer and turn it off,
eliminating the file corruption that inevitably occurs when the computer is
randomly shut off. If you are doing mission critical work on a computer get
a UPS for computers on which that work is being performed. If you're networking,
the server(s) absolutely needs to be UPS protected to protect your business.
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to Tips Contents
Warranty
First, don't buy any computer unless it has a 30-day,
no questions asked with no restocking charge return policy. If something goes
wrong such as a board failure with your system in the first month return it for
a replacement of refund. Many systems which break down in that first month are
lemons that will never work right. Get rid of them.
Your new system should come with a one year parts and
labor warranty with free access to telephone technical support. A longer warranty
is better as is free lifetime telephone technical support. Most processors come
with a three year warranty. If you're depending on your computer for business
NSL Associates recommends you purchase an extended "on-site" warranty.
NSL Associates always recommends you purchase an additional warranty to
cover the 2nd, 3rd and 4th year. The extra three (3) years cost little, and
compared to what they can save you...!!!
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Compatibility
The
best place to check if a particular piece of hardware or software with work on
your system is the box in which it is packaged. Look for an indication that the
product will work in a computer with specifications like yours and with the operating
system on which your computer runs. Make sure your computer and operating system
at least meet the minimum standards list for the program or hardware.
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to Tips Contents
Printers
For small businesses today there are two basic choices
for printers, laser or inkjet. There is no doubt that for standard black and white
printing for letters, reports, etc. a business needs a laser printer to produce
quality output. The laser printer should print at a resolution of at least 600
x 600 DPI (Dots per inch) on plain paper. Frankly an inkjet printer needs special
paper to look that good. While some people disagree with us, on your letterhead,
an inkjet printer just won't cut it at this time in its technology. Make sure
the laser printer has a duty cycle which will meet your company's monthly work
throughput. For occasional color work for overhead slide presentations, for example,
or full color brochures, a quality inkjet printer will be capable of doing that
job. The color inkjets are getting better and better all the time for this type
of output.
There are many many options and choices to make with
regard to printers; too many to discuss here. Get recommendations from other
small businesses about what printers have worked well for them. Get the recommendation
of a quality computer consultant. See the printer print something yourself,
but have it print something other than its self-demo. The demos always look
good. Don't forget to check out the total cost of printer ownership including
the cost of supplies and the reliability of the printer.
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We at NSL Associates hope you find these tips and suggestions helpful. Should
you wish to contact us directly we are at your disposal.
Should you want additional information please click here
to leave your request.
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