RIP Windows Server 2012 – what are my options?

Although Microsoft announced that Windows Server 2012 would reach its end of life some time ago, we know many of you are still deliberating on the right choice for your business. If you’re still relying on a Windows Server 2012, the action you take now could not only cost your business a significant amount of money but also dictate the way you work in the future, so it’s not an easy decision to make.

What makes this harder is if you aren’t getting the right advice from your provider, or don’t trust that they’ve given you all the options instead of the one most convenient for them.

In this article we run through the available options and the thought process you can use to identify the right one for your business, and then make that decision. It’s not too late.

Why you need to act

Windows Server 2012 reached its ‘end of life’ with Microsoft in October 2023. But what does that mean for those of you still relying on it?

It means Microsoft no longer provides updates, also known as security patches, for this version of the operating system. Those patches close security gaps Microsoft identifies, keeping hackers out and keeping the system running reliably.

So, what are your options?

1. Is your server only used for file sharing, email, and device/user profile management?

If your server’s role is to host your emails, provide your files and folders, or control your user profiles and devices (Active Directory or Domain Controller), then your decision is much easier. A move to cloud systems like Microsoft 365 or Google Workspace is the obvious choice.

These ‘productivity platforms’ provide all of those server roles for one simple, low monthly price, business-class email, calendars, file sharing, and now device and user controls, plus instant messaging, video calling, shared task lists, holiday and shift planners, intranets and more.

Moving off a physical server and onto the cloud removes the upfront hardware and software replacement costs, is more reliable (with redundant copies), and is more secure (with built-in security controls). Once you’re in the cloud, the hard part is done, and you won’t have to worry about operating systems going out of service again, because these systems update themselves. There are likely to be upfront migration costs, but since you’re not replacing hardware or software licensing, it’s likely to be around the same as replacing your old server, which you’ll probably have to do soon anyway.

A couple of things worth considering before you jump: your internet speed and your use of large multimedia files. Because this is the cloud, files upload and download as you access and edit them, which uses bandwidth. A slow connection (or very large files) can cause files not to save, duplications, or slow access. For multimedia work there are specialist applications with better compression that work the same way as Microsoft’s or Google’s, so the cloud is still an option for you.

2. Does your server host an application or another piece of software?

• If your server is less than 3 years old, you have a few options. Simply upgrading the operating system is one, but first check with your application/software vendor that your current version will run on a new OS. You may have to pay to upgrade the application for compatibility, which is not a nice surprise. Alternatively, use this as an opportunity to invest that money into upgrading the server or moving to the cloud, future-proofing your business. Consider any monthly backup costs you could remove by moving to the cloud, and think about ROI over a 4–5 year period.
• If your server is more than 3 years old, you’re in a slightly more challenging situation. Spending money to upgrade the OS on an old server (assuming it’s even compatible) may be a wasted investment if you’re likely to replace it within a year or so. Putting that money towards the inevitable replacement or cloud migration usually makes more sense. If so, work through these questions:

Do you need an onsite server? This depends on the application and whether it must sit on the same network as the people using it (in the office) or the system providing each employee’s profile (AD/DC). If it’s required and you don’t want to consider alternative applications, replacing the whole server may make sense.

Can your application run on a cloud-hosted server (not in your office)? Services like Microsoft Azure and Amazon Web Services offer a virtual server that works just like your onsite one, without buying hardware and software, for a simple monthly hosting price.

Can your application even run on Windows Server 2012? Older applications or licences may not be compatible with newer server operating systems, requiring you to upgrade the application first.

Does your application vendor offer a cloud solution? Most software providers are moving to a Software-as-a-Service (SaaS) model, they charge monthly to host and maintain the application, and you access it via the internet. This is the best option in our opinion: you keep software you’re used to, remove the cost and risk of an onsite server, and future-proof against these upgrades in the future.

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It can be painful to switch a core business system, but don’t let the fear of that disruption hold your business back.

If none of these options work for you, the last consideration is whether you really need or want to stick with this application at all. It’s likely a legacy app that will keep holding your business back.

Is doing nothing an option?

At the end of the day, it’s your risk to take. But this isn’t something to ignore and hope goes away. The risks are real, and unless you can work without the server, or the data on it isn’t important to your operation and doesn’t require GDPR protection, you’ll need to address it.

There’s the option of asking Microsoft for extended support, but it’s expensive and charged annually. It can be a good temporary measure while you move away from a specific application that’s blocking your cloud migration, or while you wait to do a bigger overhaul. Most companies, though, see it as a wasted investment trying to hold back the inevitable.

Things often overlooked

Still unsure about the best course of action?

We’re here to help. Just pick up the phone and give us a call, we’re more than happy to offer advice and guide you to the best option, even if it isn’t a project managed by us.