Today small K12 school districts and colleges with less than 1,000 students are accustomed to accessing email around the clock. Email is habit forming at best and compulsive at worst. The digital economy proves funding in-house email services can be staggering. Hidden IT costs remain as budgets are slashed.
Annual IT costs to run legacy back-end email servers, software licensing including (anti-spam, anti-virus, filtering and backup) must run 24/7 from multiple vendors. Annual people costs include training and technical support especially in a high turnover environment.
Some legacy email solutions actually require a dedicated server that cannibalizes the CPU. They are not virtualization friendly. Think OpenText’s WorstClass FirstClass email server.
So what is the largest overlooked annual cost forgotten by IT and financial managers? Electricity. The cost to power all enterprise servers 24/7 can be rather shocking. The first time I collaborated on a private college’s annual budget I was surprised to learn total energy costs for just three buildings on a small campus ran above $260,000/year. Same rates apply for K12 districts with multiple buildings.
If your organization is running real industrial servers (1U or even 3U units) there are significant costs, regardless of rack, blade or tower servers. Many schools on tight budgets re-purpose legacy Pentium desktops into “servers” along with old, energy sucking CRT monitors. Not a good idea. Don’t be swayed by marketing and PR efforts for “green” servers because they run all day and still cost a surprising amount over a five year lease….you do lease your servers right?