Time and Server Conditions Can Endanger Your Data

Two months ago, our IT Consultants replaced a Windows Server at a customer site. The creaky old server still ran Windows Server 2008. It had become so slow that it choked parts of the network, and its backups kept failing.

Without viable backups, a server crash could have easily put the company out of business. Luckily, the customer gave us the go-ahead to upgrade it just in time.

Servers Have Lifespans

Like most things, servers have a lifespan.  How long is that lifespan?  It depends on two main factors: the physical environment in which it operates and the role it serves in your network.  A mid-grade server can perform for 3-5 years. High-end servers with attached storage devices can perform for 6 to 8+ years in a temperature-controlled environment.

However, CPUs will only support firmware upgrades for so long. At some point older servers will not support newer operating systems, so you may need to upgrade before you ever get to those longer lifespans.

Five main factors determine a server's lifespan. Any one of those factors can lead to a shorter life.

1. Server Environment—The #1 Factor.  Is the server housed in a temperature-controlled environment? Are servers stacked properly for good heat dissipation? If in an industrial location, does your equipment throw dust or metal shavings into the air? Those particles get sucked into servers, wreaking havoc on them.


2. Current Operating System.  Have you run updates regularly? Has the OS been upgraded so the server’s not running on EOL (end-of-life) software? With new operating systems, servers need more CPU/RAM resources. Eventually, without those resources, the server becomes unusable.


3. Security Status.  Does the server have sufficient security in place? Is the OS protected against modern threats with edge security (firewalls, and secured public ports, if any), anti-virus, and monitoring software? Device health monitoring such as N-central watches for spikes in hardware changes indicating failed components.


4. Primary Applications. Are your server apps still supported? Do they still receive updates to maintain security/stability? Do its API integrations still work?


5. Age of Hardware. Are you still able to upgrade its RAM, or has it maxed out? Is the CPU speed still competitive? Can the hardware support a significant upgrade (e.g. doubling its storage capacity)?

Despite these factors, many small/mid-size businesses push their servers to 8, 10, even 15 years of operation these days. As they see it, if it still works, why should we pay to replace it?

Well, for one thing, the server could crash at any moment!

Aging servers in warm, dusty environments will crash more easily & frequently. Could it happen to you? Yes. When? If you're relying on an old server, sooner than you want it to.

Another thing—cyberattacks. Older servers lose out on security updates, and firmware updates making them more vulnerable to cyberattack over time. A 10-year-old server, even if it's kept up to date, is at serious risk of cyberattack every single day.

Finally, if you let your server sit too long, you’re likely using older versions of your Line of Business app(s). Not only will upgrading those cost even more, but after 10 years, does anyone remember how you implemented them?

What Happens When an Old Server Fails?

There comes a time when the probability of server failure rises from "Possible" to "Certain." Then you have serious infrastructure problems. Not just one kind of problem either—server failures can take many forms, affecting several parts of your business.

These are the most common server failure types. Along with what usually happens as a result.

• Hard Drive Crash. Data is lost; restore from backup needed. Server could be down for several days while replacing drive & recovering data (assuming your backup is viable). At a certain point replacement hard drives become extremely expensive (even for used), or completely unavailable.
  
  
• Internet Connection/Routing Failure. A routing error disrupts the server's connection, so it appears down. The server may still run, but can't provide its service to the network or Internet. Can cause duplicate copies of data, which require manual fixes, and likely data loss.
  
  
• Web Service/DNS Failure. Service could be overloaded, too busy to process, or has received an error from DNS. Server needs reconfiguration. Could be down for hours before you notice (unless you use active monitoring, which reduces failure times).
  
  
• Hardware Failure. The old server crashes. Unless it’s a disk drive issue, parts will be hard to replace. CPU failures, motherboard issues—all point to needing to build a new server.
  
  
• Memory. One or more memory chips can fail and affect the server. Results are slower application presentation and can result in a ‘bound’ server (basically frozen). This needs a hard shutdown/restart. These can damage data and affect applications like financials (which have not committed records at time of shutdown).
  
  
• Hacking. The server experiences a hack or malware attack. Operations are disrupted. Server applications are damaged. If ransomware was involved, the server may need a complete rebuild. Hopefully, you have viable backups.
  
  
• Server Hardware Death.. The server fails slowly over time and eventually dies. Often caused by overheating. Parts or full server replacement needed.

In every one of these failures, you're left with serious consequences.

• Data loss
• Business operations and sales disruption
• Customer service disruption
• IT consulting & replacement costs

Server crashes can quickly turn into one of the most expensive business failures. Thing is, they’re also one of the most avoidable.

How to Tell if Your Old Servers Need Replacing

To avoid a full-on server death, the best action is to replace servers before they fail. That's a whole new issue of course—how do you know when it’s time to replace server components (or the whole server)?

Here are a few red flags based on our own experience replacing customers’ failed servers.

1. Have you used the server for more than 3 years?


2. Have you experienced more than one notable problem—not tied to a user-caused issue—in the past 6 months?


3. When was your server's last upgrade? More than 6 months ago?


4. Is its operating system nearing "End of Life"?


5. Has the server’s performance noticeably declined over the past 6 months? Or, if you are using a hardware monitoring service like N-central, is the server running near max for consistent periods of time?


6. Do users report frequent network slowdowns when trying to work?

If you answer, “Yes” to at least two of these questions, that server needs service. Or replacement.

Minimize Your Risk of Disaster—Pay Attention to Server Lifespan!

If your server is at risk, don't wait for it to fail. Replace it before disaster strikes. It’s less costly in the long run.

Here are four tips to extend the life of your server and protect your data:

1. If your server is in a dusty area or a manufacturing environment, find a nearby host like PlanetMagpie and co-locate your server to their datacenter. Your server will be in a clean, temperature-controlled environment, with redundant power, redundant internet, and physical security. With co-location, we also set up a secure tunnel between your office and our datacenter. Your server lasts longer, stays dependable, and ends up more secure than a public cloud.


2. Employ Managed Services and server monitoring. Your Managed Services IT team will have insight into hardware issues, and they can make repairs before a crash in most cases.


3. Implement Cloud Backups. On-site backups are good, but not always reliable, and can become unusable in a serious cyberattack or hardware failure. The ideal server backup scenario is one local backup and two cloud backups in geographically separate locations. Keep in mind if you have a ransomware attack, your server data will be encrypted, but so will your local backup. Only cloud backups will save you in the event of ransomware.


4. If you can't afford to replace the server, but also want to avoid the public cloud, host a virtual server on a nearby host's hardware. You’ll incur the initial server migration cost, but then you’ll have a small monthly hosting expense. When your host’s server hardware starts to age, they’re responsible for migrating your virtual server to new hardware. That said, your OS will age out at some point and will need upgrading/replacement at your cost.

Is it time to replace your old servers? Please send your questions to woof@planetmagpie.com.

UPDATED AS OF SEPTEMBER 12, 2024.

Robert Douglas, IT Consulting Team Lead consulting@planetmagpie.com