First step before the first call

Requirements checklist — what should your server do?

Seven question blocks on industry, size, data sensitivity, demand, hardware location, growth, time horizon. Industry-specific templates for the most common constellations.

How this list works

You can simply walk through this page, take notes and send us the result by email — or bring your answers printed to the first call. No login, no tracking, no background data processing. This page is a template so that the first call runs efficiently.

Industry templates (save time)

Six typical client profiles with pre-filled standard answers. Pick the closest template and adjust only the differences.

Law or tax advisory firm (5–15 people)

Focus: § 203 of the German Criminal Code / BRAO / § 102 AO. Sensitive client data. Recommended tier: mid with local . Mandatory building blocks: mail, cloud, password manager, wiki, local model. No cloud routing for sensitive content.

Psychotherapy or medical practice (3–8 people)

Focus: § 203 StGB, Social Code, patient data as Art. 9 GDPR. Recommended tier: small with local for note assistance. Mandatory: scheduling, mail, secure patient communication. Cal.com instead of Doctolib.

Trade business (10–30 people)

Focus: GoBD-compliant document capture, subsidy applications, DATEV bridge. Recommended tier: small to mid. Mandatory: Paperless-ngx, mail, for invoices. optional for text/translation.

Engineering or architecture firm (5–20 people)

Focus: IP protection of designs, multi-project aliases, client confidentiality. Recommended tier: mid with local for specification analysis. Mandatory: mail with unlimited aliases, cloud, password manager.

Industrial SME (30–100 people)

Focus: workflows, ERP integration, IP protection, ISO 9001 audit. Recommended tier: premium with + local . Mandatory: 7, Paperless, , stack, .

Consultancy or agency (1–10 people)

Focus: client confidentiality, many logins, knowledge management. Recommended tier: small with BookStack + Vaultwarden. Optional for text. Mandatory: mail, cloud, BookStack, Vaultwarden, Cal.com.

Seven question blocks

If no industry template fits — or you want to adapt one — walk through these seven blocks.

Industry & confidentiality requirement

Which industry? Which professional rules/ apply (§ 203 StGB, BRAO, BÄO, Social Code, GoBD, GDPR Art. 9)? Which data is 'special category'? Any ISO certification (9001, 27001)?

Size & growth goal

Staff today: __. Planned in 2 years: __. How many of them actively use the server (mail, cloud)? How many use ? Distributed locations or one office? Home-office share?

Data sensitivity & data location

Which data must NEVER go to a cloud (not even with a DPA)? Which is uncritical? Location requirement (Germany, EU)? Backup location (off-site, second building)? Existing NAS?

AI wishlist & use cases

Which applications are relevant (text, translation, code, research, )? How many people should use them? Which model quality is needed (frontier like Llama 70B or small like Phi 14B)? Daily volume?

Existing IT landscape

Which SaaS services run today (Microsoft 365, Google Workspace, Dropbox, ...)? Which should be replaced, which stay? Any existing hardware (server, NAS, workstations)? IT service provider in place?

Location & hardware placement

Location: office (which room?), server room, Hetzner colocation, cloud ? Power supply (UPS in place?), network (fibre, coax?), cooling? Who has physical access?

Budget frame & time horizon

Budget one-off (hardware + setup): __. Budget recurring (consulting + maintenance per quarter): __. Desired start date: __. Migration in stages or big bang? Pain points with the current solution?

What happens with the result?

You send us your filled wishlist by mail (to agentur@kaatai.de) or bring it printed to the first call. We use it for precise preparation — no background data transfer, no login, no tracking on this page.

In the first call (free, 45 minutes) we discuss the answers, clarify open points and give an honest assessment: does an own server fit you, or is cloud SaaS more pragmatic for your case? Both are OK. We live from giving honest recommendations — not from every contract.

After the wishlist

Book a first call

Free, 45 minutes, video call or on site in Hameln. Bring your wishlist — we walk through it together.

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