Buying Computers – What to Consider

By Gerry Morris

My colleagues often ask me, “What computer should I buy?” With all the different brands and configurations available it can get confusing. Here are some general suggestions of things to consider.


I’ll talk first about desktop computers, but a lot of the same considerations also apply to laptops. When deciding on a computer, the first question to consider is, what will be its function? Will it be a server or workstation? Then ask, what software will be required to perform that function? For instance, if the desktop computer will be a server, what operating system will it run? (Windows Server 2003, Linux, etc). What other server based software will be on the machine? (Amicus Attorney Administrator, Microsoft Exchange Server, etc.). If the computer will be used as a workstation, what software will be required for it to perform its intended functions. What operating system will it run? (Windows XP Home Edition, Windows XP Professional Edition, Mac OS X, etc). What office suite will be used? (Microsoft Office, WordPerfect, etc). What other applications will be installed on the machine? (Amicus Attorney, Time Matters, Quickbooks, etc.)

It is important to determine the software the computer will run so that the hardware can be bought to match the software applications’ requirements. Each software application will have minimum and recommended requirements listed in its accompanying, literature, on the manufacturer’s web site, and probably on the outside of the box if purchased retail. For instance Microsoft states the system requirements for Server 2003 Standard Edition to be as follows:

PC with a 133-MHz processor required; 550-MHz or faster processor recommended (Windows Server 2003 Standard Edition supports up to four processors on one server)

128 MB of RAM required; 256 MB or more recommended; 4 GB maximum

1.25 to 2 GB of available hard-disk space

CD-ROM or DVD-ROM drive

VGA or hardware that supports console redirection required; Super VGA supporting 800 x 600 or higher-resolution monitor recommended.

Of course, for the server to be of any use in an office network it has to be connected to the other computers via an Ethernet network. So, a network interface card (NIC) would be a must.

Other software running on the server might require a more powerful processor, more RAM or significant hard drive space. If your electronic document files are going to reside on the server, you would want significantly more hard disk space. Amicus Attorney X, Amicus’ web based case management application, requires a processor with a speed of at least 1.5 GHz but the recommended processor speed is at least 2 GHz. I can tell you from my experience with the demo version of this product, it will not function well with a processor slower than recommended.

However, servers ordinarily don’t require any more than garden-variety graphics capability. Just about any Super VGA card and monitor combination will do. This is the place to utilize your older monitors that you’ve replaced with flat panel displays.

One consideration with servers is the type of backup you’ll be using. On option to consider is RAID array that creates a redundant hard drive. Basically, the server has two identical hard drives that are written to simultaneously. If one fails the other carries on. You simply replace the failed drive and the system creates another duplicate of the healthy drive. I’ve lost three hard drives on my server in the last three years. Each time, the system continued to operate on the healthy drive and I simply replaced the faulty drive as soon as I could.

A RAID array may be created by special hardware sometimes available on the motherboard. RAID controller cards can be added but it’s preferable to buy a computer with a RAID controller included on the motherboard. Windows Server 2000 and 2003 allows a redundant RAID array to be created through the software. I use this capability on my server. On my desktop, I use an Adaptec PCI RAID controller card. The difference is what happens when a disk fails. On my desktop, I get a message that a disk has failed and the system continues to operate on the healthy disk. If I shut the computer down it will continue to boot on the good disk. I can replace the crashed disk, restart the computer, delete the reference in the card’s bios to the old disk and create a new disk array including the new disk. (This sounds complicated but it only takes a few keystrokes guided by a menu.) The computer then restarts and the healthy disk is duplicated to the new disk restoring redundancy.

With the Windows Server 2000 RAID array, if the number one disk fails (my terminology) the computer won’t boot until I swap the controller cables on the drives. This takes about 30 seconds. The computer will then boot normally. When I replace the bad drive there is a menu in the server software that guides me through restoring redundancy. There are ways to get around having to swap cables. If the motherboard allows the system to boot from the second hard drive, a simple bios change will accomplish the same thing. There is a way to create a floppy disk that can be booted from, that will change the boot sequence from one disk to the other. I’ve never bothered to create the disk. Changing the cables is pretty simple.

I highly recommend a redundant RAID array for servers. It’s the best first line of defense to data loss due to hardware failure. You should also plan some other type of backup for your irreplaceable data. There are a lot of options: tapes; CDs, DVDs, removable or portable drives or offsite storage via the Internet. I’ll discuss some off these options in more detail in a later column. What I use, in addition to my redundant RAID array, is a Maxtor II USB hard drive connected directly to my server. I use the backup software included with Server 2000 to conduct automated daily differential backups of my data. A differential backup includes all files changed since the last full backup. About once a month I conduct a full backup. I then back up the backup file to a DVD and take it home. I also back up a differential backup file about once a week and take it home. That way, if my office burns down, I’ll have my data current to within a week. Ideally, I should copy the differential backup files to a DVD more often.

Getting back to the basic system, I recommend finding the sweet spot on the processor speed price grid. When a faster processor is introduced into the market, it initially has a hefty price tag much higher than the ones from about two releases ago. When later models best it, its price declines. A computer with the newest fastest processor may be several hundred dollars higher than last year’s fastest processor. For instance, checking the price list of a discount retailer of processors recently, I found that the price for an Intel 3.8 GHz processor was $669 while an Intel 3.4 GHz was $299 and a 3.0 GHz version was $194. Unless I really needed the processor speed for some process intensive application (I don’t have one in my law office) I wouldn’t pay an additional $370 for .4 GHz more performance. However, I might kick in another $105 for the jump between 3.0 and 3.4 MHz although I really wouldn’t need that much power either. When you compare the prices computers that only differ in processor speed you’ll see what I mean.

Increases in the amount of RAM in a computer will often affect performance more profoundly than small increases in processor speed. I recommend exceeding the amount of RAM recommended for your software. A good starting place is 512 MB. Add more if the software recommends 512 MB.

The same considerations apply for buying desktop workstations except that esthetics may play a role if the computer will be used in the public eye. Flat panel screens are more attractive and easier on the user than CRTs. They also take less space on the desktop.

In the Windows environment there is a choice of two versions of Windows XP: Professional Edition and Home Edition. Professional Edition is about $100-150 more on a new computer. One of the important differences between the two is their network capability. If you are working in a network environment that requires you to log onto a domain, you have to have Windows XP Professional Edition. Also, if the Workstation will be used as a server for your network, Professional Edition is the way to go. Home Addition limits the number of simultaneous network connections to five.

When purchasing a new computer it’s a lot cheaper to buy the office suite (Microsoft Office, Wordperfect Office, etc) already installed. Its about twice as expensive to by a version of Microsoft Office off the shelf as it is to purchase it in conjunction with a new computer.

If the workstation will be used for something like capturing and editing video or editing digital photos, pay particular attention to the video card requirements of the software. These functions require higher-grade video hardware with special capabilities. For basic word processing however, video requirements are low.

I use basic no frills Dell computers for workstations. Word-processing, accounting, and even scanning simply doesn’t require high-end equipment. I recommend spending the savings on a top of the line scanner.

When purchasing a notebook or laptop computer, in my judgment, its even more important to determine what the computer’s mission will be (i.e. where, and how the computer will be used). For instance the notebook best suited for carrying around in a briefcase all day long primarily for note taking and data access will be quite different from the one best suited to function as a desktop replacement. Still another model will be the choice for multimedia editing and viewing. The different manufacturers of notebook computers basically balance the relationship between, size, weight, battery life and features and computing capacity to come up with their various models to fulfill different roles.

I use a notebook computer when I travel to carry my data from my paperless office with me, to connect to the Internet to use my browser and retrieve my e-mail, and to draft documents. I also use it at home for those same functions when I work there. If I were looking for a computer today, there are several ultra light computers on the market.

The lightest computers, The Sony VAIO T Series, Toshiba Portege’ R100, IBM Thinkpad X series, etc. weigh about 3 lbs or less but compromise computing power and features. Some, for instance the Portege’ and some Thinkpad models, have an external DVD drive. I’ve had a notebook with an external optical drive before and found it to be a hassle. The other obstacle to buying a featherweight computer is the price. In todays market, basically the lighter the computer the higher the price. About two years ago I looked at the available options and I decided to opt for a heavier (4.5 pound) but still small Averatec 3200. The Averatec retailed for about $1,000. Microsoft Office was unavailable from Averatec so I had to purchase it separately.

The one complaint I’ve had with the Averatec computer is battery life. I’m lucky to get over 2 hours when working on a document. I cannot watch an entire DVD on one charge. Great advances have been made in battery life. IBM now boasts that its Thinkpad X series notebooks can run for 8.5 hours on one charge. Sony comes in at about 6 hours or so. Averatec has an ultralight model that goes for 4.5 hours. If I were shopping today for a light laptop I would probably again opt for one that has an internal DVD drive. I’d take a look at the Averatec 1000, the Dell Inspiron 700m (with the optional extended life battery for 5.5 hours operation) or the Sony VAIO T Series.

If size and battery life are not considerations, there are a lot of models to choose from. Just take a look at the advertisements in the Sunday paper. Compaq/HP have several models available at various prices, as do Toshiba, IBM, Averatec, Dell, and others. In what I’ll call the “best price” category of notebook, you should shop for processor speed, included RAM and installed software, just as you would when buying a desktop. Another consideration (on any notebook) is connectivity. With the proliferation of WiFi hotspots, you’ll want a built in WiFi antenna. Bluetooth capability is nice, but simple enough to add with a $25 USB adapter. The “best price” notebooks will function well as a desktop replacement for most tasks in a law office. You’ll get a little weary of lugging them around if you want to take them outside of the office much.

Specialty notebooks, such as those with multimedia capabilities, TV tuners, video editing and capture functions have become more prevalent in the market in the past couple of years. Usually, these notebooks are the largest and heaviest ones with high grade video screens and sound systems. Toshiba has quite a few choices in this end of he market. These machines simply don’t fit what I do with a notebook computer but I’ m sure they’re fun to play with and quite functional for some.

The bottom line with notebooks is you have to shop to see what’s available today. In the past I’ve recommended Sony VAIOs because at that time I thought Sony had the best product in the ultra portable market. A few months later, IBM released new models and I came to the conclusion that Big Blue had the lead. Then Dell released a new model followed by Toshiba. On any given day I couldn’t say who has the best product. To some extent it’s a matter of personal taste and, of course, budget. Speaking of budget, Averatec seems to consistently offer the lowest prices on ultra portable computers albeit with some compromises on performance. Happy shopping.



E. G. “Gerry” Morris is a solo practitioner and has practiced law for over 27 years in Austin, Texas. He is certified as a Criminal Law Specialist by the Texas Board of Legal Specialization. His firm web site is at www.egmlaw.com. Email your comments and questions to Gerry at tech@egmlaw.com.