Three names
Decide who plays three roles. They can be the same person in a small office, but write the names down.
The person who says yes for the business. This is your approver. Every send, payment, post and access change waits for their answer. Pick someone who understands the customer or the money involved.
A backup person for when they are away. Without one, held actions pile up on holidays.
A person who answers questions about files. Someone who knows where the latest version of the price list lives, and which folders nobody has opened in years.
Our post on AI agent approvals explains why the approver matters.
Where your data lives today
Tick each place you use and note the service name or a count:
- Email, and which service holds it.
- Shared drives or cloud folders.
- Laptops and desktops, and how many.
- Phones that hold work data, and how many.
- Accounting, store or scheduling software.
- Paper records you want scanned.
One customer's details can sit in email, a shared drive, a staff phone, an accounting app and a text thread. The point of the list is to see that sprawl on one page. For each line, ask who else has access today and whether anyone has left who still does. The guide on where your business data lives goes through it.
How big your files are
A guess is fine. Write it in gigabytes (GB), and write a question mark if you do not know. The size decides how long the first copy takes and how much backup storage you need. If you are not sure, say so. It gets sorted out on day one of the setup week.
Where the server goes
A server is a small computer that stays on. Check four things:
- A wall power outlet close by.
- A network cable to your router or switch.
- Room for air to move around the box.
- Only people you trust can reach it.
Heat is the common trouble. A small server in a hot closet can slow down or stop. If a closet is the only option, check that the room stays under 30 °C and that air can move around the box.
If your server is an NVIDIA DGX Spark, follow NVIDIA's spacing: 10 cm in front (about 4 in), 2 cm on each side (under 1 in) and 40 cm at the rear (about 16 in)[1]. NVIDIA gives a room temperature range of 5 to 30 °C (41 to 86 °F)[2]. Take a tape measure to the spot before setup day.
Consider a UPS. That is a battery box that keeps the server on for a few minutes if the power drops, so it can shut down cleanly. Ask which size fits your server.
Also note who can let the installer in during the setup week, and bring a photo of the spot. The server location guide has a one-page checklist.
Accounts stay in your name
Bring the login names of the accounts you will work with, such as your email provider, your domain registrar and your accounting service. The accounts stay in your name and under your control. A good installer will not ask you to read a password aloud or send one by message. If a sign-in is needed, you set it up together on screen. Never write a password on the checklist.
The checklist on one page
| Item | Done |
|---|---|
| Approver and backup approver named | |
| Where my data lives listed | |
| Rough size of files written down | |
| Spot chosen: dry, ventilated, trusted people only | |
| Power outlet and network cable checked | |
| Room stays under 30 °C | |
| UPS decided, yes or no | |
| Account login names ready, no passwords | |
| Someone can let the installer in |
If you are unsure about any line, write a question mark. It gets sorted out on day one.
What happens next
In the one-week install, day 1 is the room, the power, the network and the list of your data. Day 2 installs the server software and Hermes Desktop and pins their versions. Day 3 copies your files in and sets up backups. Day 4 is the restore test with you watching. Day 5 pairs your devices and tries your first approved job. You get a handover record, and you sign acceptance only after the restore test passes. The exact days depend on your office, and your written quote governs. Plan my install when your list is ready.
Questions
What do I need before a server setup?
A named approver and a backup, a list of where your data lives, a spot with power and a network cable, a rough file size, and the login names of the accounts involved. No passwords.
Where should a small office server go?
Somewhere dry, cool and ventilated, near an outlet and a network cable, with access limited to people you trust. A hot closet is the common mistake.
Do I need a UPS?
It is worth considering. A UPS keeps the server running through a short power cut so it can shut down cleanly. Ask which size fits your server.
Should I give my installer my passwords?
No. Accounts stay in your name. If a sign-in is needed, you set it up together on screen, and nobody reads a password aloud.
How long does the setup take?
The one-week install is five days in your office, with a restore test on day 4. The exact days depend on your office, and the written quote governs.
Sources
- NVIDIA, DGX Spark Quick Start Guide, read 2026-09-29. nvidia.com
- NVIDIA, DGX Spark User Guide, Hardware Overview, read 2026-09-29. docs.nvidia.com
What to do next
MeshVault sets up a server you own, pairs Hermes Desktop and an iPhone app to it, and keeps a backup that we have tested. The one-week install is quoted per job, because the price depends on your hardware.
More to read
- How to back up a small business server and prove the restore works
Keep three copies of your data, keep one offline, and restore a real file before you trust any backup. A plain plan for a small office server.
- How to make an AI agent ask before it sends, pays or deletes
An AI agent should draft and a named person should approve every send, payment, post and access change. How to set up approvals and test them.
- What to gather before setting up a business server
Who says yes, where your data lives, where the server goes and how big your files are. A short worksheet from book page 033. Never write a password on it.
- Where to put a small office server: power, heat, space
Dry, cool, ventilated and out of the way. Outlet, network cable, airflow and limited access. NVIDIA DGX Spark spacing in cm and a 5 to 30 C room. Book page 036.