When running your business IT, a common consideration is whether to keep your email system and file storage on separate servers or combine them on one. In simple terms, this means deciding if your emails and your business documents should be managed by different machines or software setups, or if they can share the same infrastructure.
Why separation matters for your business
Separating email and file servers can reduce risks related to downtime, data loss, and cyberattacks. If one server has a problem—say, it crashes or is targeted by ransomware—having your email and files on different systems can prevent the issue from affecting both at once. This separation helps maintain staff productivity and protects customer trust by keeping communication and data accessible even during technical problems.
For example, imagine a 50-person Australian accounting firm that stores client files and runs email on the same server. If that server experiences a hardware failure or malware infection, both email and client documents could become unavailable simultaneously. This disruption could delay client communications and access to critical financial data, impacting deadlines and compliance obligations. A trusted IT partner might recommend splitting these services onto separate servers or cloud platforms, ensuring that if one service goes down, the other remains operational.
Practical checklist: What to consider and ask
- Ask your IT provider: Do you recommend separate servers for email and file storage? What are the pros and cons in my business context?
- Evaluate backup strategies: Are email and file data backed up independently? How quickly can they be restored?
- Check security controls: Are there different access permissions and monitoring for email and file servers to limit risk?
- Review service agreements: Does the SLA specify uptime guarantees and support response times separately for email and file services?
- Assess infrastructure: Are email and file servers physically separate or logically segmented? Is there redundancy?
- Internal checks: Review who has administrative access to each system and confirm password policies are strong and distinct.
Common pitfalls to avoid
Combining email and file services on one server can seem cost-effective but may increase risk. Overloading a single server can lead to performance issues, and a single point of failure can cause wider disruption. Conversely, separating servers without proper management can increase complexity and costs unnecessarily. The key is balancing risk, cost, and operational needs with expert guidance.
In summary, whether to separate email and file servers depends on your business size, risk tolerance, and IT environment. Discussing your specific needs with a managed IT provider or advisor can help you find the right setup that supports your productivity, security, and compliance goals without overcomplicating your IT.