I'll explain our current setup first.
We have about 20 computer users in our current office and have 2 other offices in other cities. We have one business server at our office which stores company documents learner files etc (training company). To access that server each computer has to be logged in through their 'My network places'. (Once they are logged in and had the password saved they don't need to log in again). I deal with most computer problems however an external IT person came in to set up the business Server (2003).
1) Everyone uses MS Outlook to view their emails, one email account for assessments is viewed by a number of trainers, however the problem is that because they view it from their personal computers, the others aren't aware of what emails are sent to the learners unless a copy is CC'd to the main account (which it isn't). Is there a way to have a number of people logged in to the email account, on their own computers so that sent emails are all stored on that account.
Possible solution 1) Have a MS exchange server like a private cloud system, where everyone logs into it on their own computers, and there is just one 'virtual desktop'? for the assessment email desk, so it keeps a copy of all sent email for people to see. Other personal email accounts are also kept on the cloud, but would usually only have one person log in at a time, will it be fine to have multiple users log into the assess email account at the one time?
Problem 2) When new staff come in or when people change desk, if they don't move their computer with them they have to move their files, including Outlook .pst files, and server log ins need to be changed if they are stored on the computer etc.
Possible Solution for 2) Is it best to have a centralised 'cloud' server like a MS exchange server for people to log into everyday to access their emails?
3) We are wanting to set up more e-learning facilities like video, audio files, what is the best way to store them? Should we have our own web server? store them on a place like youtube? any other suggestions?
Basically with all of the above I need some information as to whether its necessary to get a business server and a Microsoft exchange server and a web server or just some. Would a private cloud system do the job? how much to they cost? Any other suggestions?