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Murrel.
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Updated 3/19/2003
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Preventive Maintenance Tips for Your PC & Network
by Murrel,
April 1, 2003
Published in the PAAR Newsletter
Today's computers are necessary for business. They are the easiest and most efficient way to search listings and match them to the couple that just walked in the door. They connect us to the world with email - and make it possible for us to begin working with an out of town client before they have even visited our area. They calculate loan and amortization schedules that can quickly be adjusted to the unique needs of the buyer. They record the transaction when a sale is made and automatically convey it to the accounting system so that we know our business financial condition in a timely fashion. Today computers are necessary for your business.
Yet, for all their importance to our bottom line, how many of us keep our machines operating efficiently without complaint? We know not to drive our cars when they are out of oil. We have cars checked at the dealership every 3-8,000 miles. We KNOW it is essential and our investment in the automobile will be reduced to zero if we blow out an engine. But do we do the same for our computers systems?
The investment in the computer may be less than the cost of a new car, but the impact on our business is nearly the same. Without a working computer we would sit in the office all day and look at a blank screen.
Well, by doing a few simple things yourself and having periodic checkups by a professional you can keep your computers in good shape and always ready for action.
So, what do you do? Prepare for the worst, and then perform a few simple preventive measures to see that the worst never happens.
Prepare for the Worst. What is the worst that can happen? If your machine is down and has to be sent back to the manufacturer for a repair and the manufacturer suggests that your database is toast and replaces it with a brand new sparkling clean drive - you're pretty close. In that case, once you've gotten your PC back from the manufacturer in the 2 to 6 weeks turnaround that it ordinarily takes, you still have to reinstall you operating system, your applications programs and update your database with current information.
The best way around this conundrum is to make regular backups of your data. In fact, making daily backups of your most important data is highly recommended. At a minimum backup all data files that change daily. Keep all system and applications CDs is a safe place so that should the worst happen you can quickly reinstall all static programs and data. Another great idea is to have an extra low cost computer in your office in case of main system failure. Redundancy forgives many problems. Low cost systems are abundantly available on eBay as well as locally from used computer stores and your computer maintenance dealers. The main source of used gear is 2 and 3 year old computers coming off leases to large corporations. These machines are usually well taken care of and so have plenty of life left in them.
See that the worst never happens. To make disaster unlikely I'd suggest the following preventive maintenance procedures:
Be Clean: Don't eat or drink at your desk. Crumbs and conducting liquids are among the most frequent causes of dead or failing computer hardware. If they get inside your processor, they may damage the entire system leaving you with a major repair or replacement bill. Water inside a monitor will almost surely require replacement. Your keyboard can get very grungy and keys can stop working. A dirty mouse moves with a jerky motion and the on screen cursor may not follow. These are all preventable problems that can be avoided with a little self-discipline. If you must eat and drink in your work environment, expect to also enjoy higher maintenance bills. If you want to try clean your computer yourself, remember to use compressed air and antistatic wipes instead of water. Your preventive maintenance agreement will provide for regular cleaning of these parts.
Be Careful. If you are connected to the Internet (and even if you are not), your computer is susceptible to computer viruses. You can purchase low-cost virus protection through PAAR or local stores that will stop most viruses. But for it to work you need to be sure that it is run regularly. Put it in your startup so it runs every time you start your system. You should also have it run on a regular daily schedule if you do not shut your machine down every night. And don't forget to update your anti-virus software regularly. Place the update on a monthly schedule so you are never than a month late with a security patch. And don't forget to update more often when a new threat is known.
If you are on the Internet, you need to have a firewall between your computer and the hackers and crackers. If your computer is directly on the Net, you should use an internal firewall such as zone alarm. If your entire network is on the Internet, you should have a separate machine that assumes the firewall function for your entire network. Never run a server without a firewall.
Be Cool. Another computer killer is heat. Heat can destroy the electronic chips inside a computer. If your fan ceases to work or is blocked by excessive dirt and dust, you need to take action. The problem for your computer is similar to a car driving without oil. It will run - sometimes even without complaint - for a while. But sooner or later you are headed for disaster. And because a computer is warmer inside than outside, changes in room temperature can be magnified leading to thermal shock. The exposing of components to rapid and large temperature changes will disable your computer due to the expansion and contraction damage. Computers, unless "hardened" for factory use, are intended to run in office like environments of 60-85 degrees. If your office gets over 85 degrees, consider turning off your computers until normal temperatures can be maintained. Also try to keep them out of direct sunlight for the obvious reasons.
Be Consistent. Power Surges are evil to all electronic devises. Your computer, which runs on relatively little power, requires a consistent source of power and is especially susceptible. Use surge suppressors on all your computer gear. Some devises such as servers and firewalls need to stay on long enough for a normal shutdown in order to avoid data corruption. These should be attached to an Uninterruptible Power Supply (UPS). If your computer contains your database, consider putting it on a small UPS also. UPS can be expensive, ask your preventive maintenance supplier to help you size it.
Remember to treat your computer system like the complex sophisticated system that it is. If you follow the above guidelines and have routine preventive maintenance provided by a service professional, your computer should continue to give you consistent, reliable performance.
-Murrel Rhodes
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