These are the expenses you'll incur when purchasing a server

Just as when buying a car, the cost of a server varies depending on the specifications you choose. Make sure the server meets your needs as a healthcare professional. Not everyone has the same needs.

Determine how much storage capacity you need. Check how much space your documents take up on the computer, and keep in mind that this amount will increase as your practice grows. A minimum of 1 TB is recommended. Also, do you already know if the server is located in a cooled environment? Make a list of the programs you use and check whether the server supports them.

Answer these questions to help you choose a server that offers the right capacity, with or without self-cooling capabilities, and supports the right software. Prices can range from €500 to €2,000.

Three types of servers:

• A rack server takes up the least amount of space because it can be efficiently installed in a rack. This server has its own power supply and connections. Not all rack servers come with their own cooling system, so be sure to consider where you’ll place the server. This is important to prevent the server from overheating.
• The tower server does have built-in cooling and its own power supply. It’s the size of a computer, so make sure you have enough space in your office. Be aware that the cooling system makes a whirring noise.
• The last option is a blade server. It does not have its own power supply, connectors, buttons, or cooling system. These components are located in the chassis into which you slide the server. The blade server itself is the least expensive, but the blade chassis is a significant investment.

Your server takes up physical space. On average, commercial rent is €140 per square meter per year. In addition to the space needed for your desk, cabinets, consultation room, reception area, and other necessary items, the server also requires sufficient space. That corner behind your filing cabinet is perfect for it. Not enough space in the office? Then rent a separate server room.

Would you rather not have to worry about space allocation and maintaining the ideal environment? DocVisie provides a smart document management solution that stores all your sensitive documents in the cloud, taking those burdens off your shoulders.

Or use Infrastructure as a Service (IaaS). With IaaS, you only rent the server capacity (CPU, RAM, and storage) that the service provider requires. The provider manages the infrastructure. Be sure to check whether the provider hosts the servers in the Netherlands, as this is important for data processing. You can get a virtual server starting at €0.01 per hour. This will cost you €0.08 per day.

If you set up your own server in a 2-square-meter climate-controlled room, it will cost you 23.33 per month based on the average rent. If you opt for an IaaS solution, you’ll pay about 7.30 euros per month.

The final cost of electricity depends on the number of servers you purchase. As a self-employed healthcare professional, one server will be enough for now. You should expect to pay at least €100 per month.

A server consumes an average of 350 watts of power continuously. This amounts to 250 kWh per month. If you buy a server without built-in cooling, you’ll also need to purchase an air conditioner, since the server must not overheat. Keep in mind that you probably don’t want to sit in the air conditioning all day yourself. In that case, place the server in a separate room where it can enjoy optimal temperature and humidity conditions.

Current status of costs:
Cheapest server: 500,- (one-time fee)
Small space: 23,- (monthly)
Electricity: 100,- (monthly)
TOTAL after 5 years: 7880,-

Having an IT specialist on call is a must. As an independent healthcare professional with a thriving practice, you don’t have time to learn all the ins and outs of servers. When an issue arises, you want it resolved immediately by a professional so you can continue working without interruption.

A freelance IT professional costs between €80 and €120 per hour. You don’t need him or her for full days, but you should still budget for two hours of IT costs each month so you’re not caught off guard if something goes wrong.

You purchase a server to store all your confidential files. It’s important to secure not only the server but also the building where you store that data. Check whether a BORG- or VEB-certified alarm system is installed in your business premises. Consider installing motion detectors so that the lights around the building turn on automatically whenever people are moving about. Good security measures cost around €700.

Also check to see if the locks have the SKG certification mark. You can recognize this by the ®️ symbol in the logo. This means that the lock has passed the burglary-resistance test. In addition, the lock is made of extra-sturdy material, and the keys cannot be easily duplicated.

Now that the business premises are adequately secured with alarm systems and locks, it’s time to focus on the room where the server is located. Hazards such as fire and water damage are always a risk. Install a smoke detector for a few tens of euros and purchase fire-resistant equipment, such as fire collars. The costs range from €100 to €200.

If you haven't rented the property yet, check to see if the water lines were installed by a licensed contractor and are inspected and maintained by them. If that's not the case, get out of there as fast as you can. In this case, cheap really is expensive.

Current status of costs:
Cheapest server 500,- One-time fee
Small space 23,- Monthly
Electricity 100,- Monthly
IT specialist 160,- Monthly
Secure facility 700,- One-time fee
Secure server room 100,- One-time
TOTAL after 5 years 18,280,-

A smart document management solution takes the worry of ensuring proper security off your hands. With DocVisie, confidential documents are stored in the cloud at a Dutch data center where a security guard is on duty 24/7. And you don’t have to worry about online security. This location is protected against online threats like no other.

Purchase one of DocVisie’s monthly packages, and you’ll be free of all worries and responsibilities in one fell swoop. For one person, starting at €69 per month, you’ll have a flexible package that can be adjusted on a monthly basis. That comes to €4,140 over 5 years.

You’re guaranteed to receive the latest updates, and DocVisie support is here to answer your questions. Plus, you can easily keep track of your monthly costs and focus entirely on your work. Check out the different packages and decide which one best suits you as a self-employed professional.

Save money and choose a smart document management solution.