Windows : help and network advice for a small business, please

[Lozza]

Right here's the background, where I work we have 4 desktop machines downstairs. 2 desktop machines upstairs and a laptop. All machines run xp. We also have a NAS drive connected to the network for back up purposes.

They are all connected via a router. A couple of weeks ago production1 had an overnight BSOD (I tried to get the minidump today but couldn't) and wouldn't boot - recovery console was used and chkdsk. It was up and running again. Then last week another BSOD occurred in the day time apparently. xp had tried to be reinstalled from disk, but was getting stuck because of driver missing and them not being able to use the usb mouse or keyboard.. The reason for that I noticed today was because they were plugged into the front usb ports. I put them in the back and continued the re install and all was fine. The system restarted and booted into windows fine, but it was so slow and everything just hung.... so couldn't really use production1 hence not being able to get the minidump..

Any ideas on what I can do to get it back up and running?

Production1 is effectively the server and holds all the artwork files, I found out today that because production1 is down we are working directly off the NAS.. I'm not happy about this because as far as I am aware if anything is deleted from the NAS that's it it's gone, no recycle bin to retrieve it!
Also this NAS is supposed to be being backed up every night to and external usb drive... but every night it fails! Am I right to be unhappy about this or is that just how it is?

Know I don't really know much about networking but I have in mind what I think would be good.

So we have the following computers:
Design1 - clarity server
Design2 - connected to clarity
Production1 - (former artwork server) connected to plotter
Production2 - connected to edge
Shiraz
Accounts - connected to clarity
Laptop - connected to clarity

All computers used to connect to Production1 for artwork now they connect to the NAS.

I would like to have a central dedicated server for clarity and artwork - is the NAS ok for this or are my concerns valid?

I would like Design2 to be able to run the plotter (has the software to do this but the machine needs to be connected over the network somehow)
I would also like Production2 to be able to run the plotter. (as above)
I would like Production1 to be able to run the edge. (as above)

All 4 machines downstairs, design and production, use a specific software GSP which requires a usb hardware security dongle. We only have 3 such dongles so one needs to switched between the two production machines so as a side note is there any way we can use one of these dongles on server/network to save having to physically switch between the two production machines... Alternatively the two design machines are side by side, is there some sort of USB splitter so the dongle could be shared between the two design machines?


If you have got this far, and are willing to help, then let me know what you need to know in order to move further as I'm sure all of the above is very very vague!

[Mark]

Production1 sounds like a hardware issue. Hard disk, RAM, something like that. Probably futile to go for the minidump now as it's probably gone with the OS install.

Running off a NAS is fine - no worse than running off Production1 anyway. Neither will give you a recycle bin. Admittedly lost file recovery is possible on the XP box, but that's not something you should factor in really anyway in a business situation.

Yes, you should be concerned about the backup failure. I'd call that priority number 1. If the NAS box fails for whatever reason, you've lost the lot, so fix the backup first.

Network sharing of the USB dongles would violate the terms of the software license. In fact, switching them between machines may do the same. In any event, any hardware key worth bothering with will be designed to resist attempts at simultaneous use. That's the whole point of them.

PS - I didn't read all of your post - too many issues to remember. I'm happy to help with them but recommend fixing the current issues before you start changing anything else.

[Lozza]

Thanks for you reply Mark, much appreciated.

Originally Posted by Mark

Production1 sounds like a hardware issue. Hard disk, RAM, something like that. Probably futile to go for the minidump now as it's probably gone with the OS install.

Forgot to mention Production1 is normally on 24/7 so my first thoughts were overheating... blew out a load of dust today!

Hard disk is fine according to Chkdsk, might swap the ram out see if that's causing a problem. Everything is still there.. I got as far as getting the mini dump copied to the desktop

Originally Posted by Mark

Running off a NAS is fine - no worse than running off Production1 anyway. Neither will give you a recycle bin. Admittedly lost file recovery is possible on the XP box, but that's not something you should factor in really anyway in a business situation.

So if I accidentally deleted a file off production1 it wouldn't go into production1's recycle bin?

Originally Posted by Mark

Yes, you should be concerned about the backup failure. I'd call that priority number 1. If the NAS box fails for whatever reason, you've lost the lot, so fix the backup first.

I'm not sure how they are running the back up to the external USB drive (it's connected to the NAS).. any advice on the best way to do it? In order to only copy files that have changed and not copy everything each time?

Originally Posted by Mark

Network sharing of the USB dongles would violate the terms of the software license. In fact, switching them between machines may do the same. In any event, any hardware key worth bothering with will be designed to resist attempts at simultaneous use. That's the whole point of them.

PS - I didn't read all of your post - too many issues to remember. I'm happy to help with them but recommend fixing the current issues before you start changing anything else.

Dang I had thought that with the dongle, but it's worth a shot...

[Mark]

Originally Posted by Lozza

Forgot to mention Production1 is normally on 24/7 so my first thoughts were overheating... blew out a load of dust today!

Was it making a lot of noise? That'd indicate a dust problem. If it was that bad the fan may have failed due to dust ingress. Same result, but without the noise. Office smokers can also be deadly to hardware (though that's obviously unlikely to be an issue since the ban).

Hard disk is fine according to Chkdsk, might swap the ram out see if that's causing a problem. Everything is still there.. I got as far as getting the mini dump copied to the desktop

Chkdsk is rarely any good at finding anything hardware-related - unless the disk is so badly gone that it's only fit for the bin. Recently had a disk failure myself which nothing spotted - not even SMART tools. Luckily after 'resting' it for 24 hours it came back online and I ddrescue'd the data and binned the disk.

So if I accidentally deleted a file off production1 it wouldn't go into production1's recycle bin?

Only if you delete a file using Windows Explorer on Production1 itself does it end up in the recycle bin. Delete the file any other way and it's gone - same as the NAS.

I'm not sure how they are running the back up to the external USB drive (it's connected to the NAS).. any advice on the best way to do it? In order to only copy files that have changed and not copy everything each time?

Simple XCOPY will do that. However, if the business depends on it, then you should look at implementing a proper backup strategy. If the data is business-critical then spending the time, and maybe a few hundred £££, to do it right now might save the company should the worst happen - and that's not an exaggeration.

Dang I had thought that with the dongle, but it's worth a shot...

Understandable of course, but it won't work - or shouldn't. Many moons ago I designed some software that used those dongles and I can be reasonably sure that hell would freeze over before you got shared access working with those.

[LeperousDust]

I'll just chime in robocopy > xcopy in this instance, rsync probably better than both

[Mark]

I won't disagree, but robocopy doesn't come as standard with XP. xcopy does.

Of course, both robocopy and rsync are downloadable, though I've yet to try to get rsync working on Windows (use it almost religiously on Linux).

[Lozza]

Thanks again Mark

Originally Posted by Mark

Was it making a lot of noise? That'd indicate a dust problem. If it was that bad the fan may have failed due to dust ingress. Same result, but without the noise. Office smokers can also be deadly to hardware (though that's obviously unlikely to be an issue since the ban).

no noise as far as I'm aware but then I haven't been there when it has BSOD. fans are all working fine.. checked them today.

Originally Posted by Mark

Chkdsk is rarely any good at finding anything hardware-related - unless the disk is so badly gone that it's only fit for the bin. Recently had a disk failure myself which nothing spotted - not even SMART tools. Luckily after 'resting' it for 24 hours it came back online and I ddrescue'd the data and binned the disk.

Hmm is there anything I can do to check the hard disk to give me an idea? it's not noisy or anything.

Also wondering if, now that all the data is being used from the NAS drive It would be worth doing a format fresh install of XP?

Having Production1 up and running again is pretty critical as it runs the plotter....

Originally Posted by Mark

Only if you delete a file using Windows Explorer on Production1 itself does it end up in the recycle bin. Delete the file any other way and it's gone - same as the NAS.

Ahh ok.. so if I were on production2 and deleted something from production1 then that's it.. same as the NAS

Originally Posted by Mark

Simple XCOPY will do that. However, if the business depends on it, then you should look at implementing a proper backup strategy. If the data is business-critical then spending the time, and maybe a few hundred £££, to do it right now might save the company should the worst happen - and that's not an exaggeration.

The data is business critical, what do you suggest for implementing a proper back up strategy?

[Mark]

Originally Posted by Lozza

Thanks again Mark

no noise as far as I'm aware but then I haven't been there when it has BSOD. fans are all working fine.. checked them today.

Dunno then.

Hmm is there anything I can do to check the hard disk to give me an idea? it's not noisy or anything.

That would require a running operating system. Assuming you can't easily get XP running them I'm not sure there's any Windows-type options out there. Linux land certainly has options, but that's Linux and unless you've had some experience then now probably isn't a good time to jump in at the deep end.

Also wondering if, now that all the data is being used from the NAS drive It would be worth doing a format fresh install of XP?

Having Production1 up and running again is pretty critical as it runs the plotter....

If everything is backed up and you have all the install media, then I can't see any harm. Setting it all up again will be a major faff but if it's a choice between that and more downtime I know which I'd choose.

Ahh ok.. so if I were on production2 and deleted something from production1 then that's it.. same as the NAS

Correct - Recycle Bin does nothing to help you here.

The data is business critical, what do you suggest for implementing a proper back up strategy?

I know the principles, but there's no substitute for experience when it comes to business-critical backups. Someone who has experience (I'd guess Daz, Burble, possibly Desmo, probably a few others) would be the best placed to help you with this.

[Lozza]

Thanks for your input as well Alex, will give xcopy a go first as it's there already.

Mark I'll see what production1 is like on Thursday as xp does start up and I get the desktop.. but it was hanging like mad.. not sure if that was because it was doing stuff behind the scenes having done the reinstall or due to something else.

If I can get around in XP what would you suggest to check if the hard drive is the problem?

[Mark]

Speedfan is what I use (click 'Speedfan 4.40' link to download). Probably not the best tool for the job, but it's a start anyway.