Computer Systems Preventive Maintenance Checklist

The ultimate preventive maintenance checklist

What's the support pro of 1999 and beyond to do for preventive maintenance on user machines? Here's a checklist of 29 things you can do to keep your users happy and online.

1. E-mail your computer users. Let your clients know in advance what will be happening on the preventive maintenance visit. Users get attached to their systems, and seeing something change can be upsetting to them. In the e-mail, ask them if anything strange is going on with their system or if they have any questions for you. Often a user may be hesitant to let you know something is wrong, thinking it's no big deal or afraid of having a finger pointed at them for being the problem. One of the most common complaints you’ll receive is that the computer is getting slower. More often than not, the user is becoming a power user, becoming more familiar with the software they are using. This may be a good time to upgrade the computer to realize productivity gains from the user.

2. Empty the Recycle Bin. Some users need to be reminded to periodically empty the Recycle Bin.

3. Delete .tmp files. Before running ScanDisk and Defragmenter, delete all *.tmp files that have been created prior to the current day. It will surprise most people to learn how much hard drive space has been used by .tmp files.

4. Delete files that begin with a tilde. When cleaning the system of garbage files, readers might also like to check for any files beginning with a tilde (~). Make sure that all your application programs, such as word-processing, spreadsheet, and graphics programs, are closed first since sometimes the temporary file you are currently viewing uses a tilde. If the application programs are closed, the tilde files can be deleted. Some users find they have a lot of these on their systems!

5. Delete old .zip files. Users tend to unzip the files but then leave the zipped file on their computer.

6. Delete .chk files, and switch the swap file. For those with permanent swap files, it’s sometimes a good idea to set the swap file back to temporary and then permanent again. This cleans out any garbage (and therefore any possible corruption).

7. Run ScanDisk and defrag the drive as needed. If your Windows 95 users aren't running these utilities themselves, it doesn't hurt to check the disk and make sure the number of disk errors and the percentage of fragmentation are within acceptable limits. For Windows 98 clients, use the Task Scheduler to automate ScanDisk.

8. Check browser history and cache files. Check that the user history files and Internet cache settings are set properly (cache size). Delete the cache files and history files then reset the history files to no more than three days unless the user specifically needs to store that information longer. By freeing up the cache, downloads from the Web actually speed up since there is more space available to store the temporary files.

9. Clean out Windows temporary Internet files. If the browser is Microsoft's Internet Explorer, clean out the c:\Windows\Temporary Internet files folder.

10. Confirm that backups are being done. Do you have a network solution for automatically backing up user files to a server? If not—and if you're relying on end users to back up their own files—ask users when their last backups were done. Make sure they're rotating their disks. Drag their My Documents folder onto a server drive for them. Remind them to verify the backups by trying to restore a sample file or folder.

11. Update drivers as needed. Make sure you’ve installed the latest drivers for printers, modems, sound cards, video cards, and other devices.

12. Create or update the boot disk. Every Windows user should have a boot disk and every NT client should have an emergency repair disk. While you're making your rounds, poll your users and make sure they have the disks they'd need in case of an emergency. NT clients need to have their emergency repair disks upgraded with the RDISK/S command every time there's a change in the network setup, such as the addition of new users or new devices.

13. Check the operating system and applications. Update your OS and applications with the latest service packs or updates. Save your company some money; don't try to support multiple versions of the same application.

14. Check the connections. Users love to move their equipment around. Make sure all the plugs are snug in their connections. And make sure your users are using surge protectors and not a string of extension cords to power their machines. While the computer is open, re-seat all connections including expansion cards, CPU, memory, data cables and power connections. You'd be surprised how often an expansion card isn't seated all the way, especially AGP video cards and PCI cards.

15. Take inventory. Update your master inventory of computer assets. Verify serial numbers, CPU speed, hard drive space, memory, etc.

16. Make sure the hardware works. Many computers haven't seen a floppy or CD inserted in years as most upgrades and new installations are done from the server. Clean or replace floppy disk and CD drives as needed.

17. Clean the screens. Do your users a favor and bring the appropriate screen-cleaning cloth or solution with you on the preventive maintenance visit.

18. Change passwords. Unless you can enforce a "change your password every X days" policy via your network software, use the preventive maintenance visit to remind your users to change their system passwords.

19. Check the printers. Print a test page on your users' printers. Make sure the printers are producing clean copies, and that the toner cartridges aren't about to run out.

20. Update the anti-virus software. Make sure your users know how to update their anti-virus software. While you're there, update it for them.

21. Reboot the system. In some shops, the workstations are left on all the time. While you're there, reboot the system to force a memory reset and to make sure the machine will boot when you're not there in person.

22. Bring that can of air! It's still a good idea to blow the dust and debris out of keyboards every now and then. And make sure there isn't dust accumulating on the back of the machine or wherever the air fan is located. It's amazing how much dust can collect in a computer over time. Blowing out the inside of the computer has a couple of pitfalls that must be addressed. First, since the pressure is much higher with canned air, don't direct the air at an unsecured fan. Try using a pencil erasure to keep the fan from turning while you clean out the power supply and CPU. Blow out the power supply from the inside out first, or you’ll get tons of dust blown into the computer. Take each computer to a place that doesn't mind the dust, outdoors preferably.

23. Clean the keyboard. With the power off, tip or turn the keyboard upside down and carefully use the palm of your hand to strike the keyboard several times. You'll be surprised how much junk will fall out.

24. Clean the CD-ROM drive. Clean the laser. Many programs are installed corrupted from a dirty CD reader.

25. Clean the floppy drive. In addition to using canned air for the floppy drive, use a 3.5" floppy drive cleaning kit. It consists of a cleaning disk and a bottle of solution that you apply to the disk. First, apply the solution to the cleaning disk. Second, insert the cleaning disk into the floppy drive. Third, type: DIR A: (or DIR B:), which will spin the disk (repeat this three times). In some locations PCs are located in areas where the floppy drive, a.k.a. air intake manifold, collects quite a lot of dust and grime, so canned air alone does not remedy this problem.

26. Clean the mouse. It never hurts to make sure the mouse is free of dust and grime.

27. Check the power sources. Make sure systems are plugged into protected outlets or power strips, if not uninterruptible power supplies.

28. Check the fan. Remember to check that the CPU's cooling fan is working and that the airflow isn't impeded by dust.

29. Check the network hardware. It is also necessary to check and reboot hubs, routers, switches, and print servers from time to time. They contain memory that needs to be flushed and have connections that can work loose. Most networks have a server reboot schedule but forget about the other, just as vital, network kit.

IT Maintenanace

By now everyone knows the importance of performing routine checks of the smoke alarms in his home twice a year. So too you should be conducting periodic maintenance checks on your information technology systems within the distribution center.
But just as many people do with their smoke detectors, many companies let back-end IT maintenance slide until a problem occurs. Small and midsize companies in particular say they lack the resources to employ an IT staffer to handle tasks such as these.
“Most companies don't want to invest internally in IT, and they rely on their systems vendor, and when they do, they are often disappointed,” says Ernie Schell, director of Ventnor, NJ-based consultancy Marketing Systems Analysis.
And while keeping your smoke detectors working generally requires fresh batteries at the most, maintaining IT systems within the distribution center is more complex. Applications operating within a DC including an enterprise resource planning (ERP) system, a warehouse management system (WMS), a warehouse control system (WCS), a labor management system (LMS), and a transportation management system (TMS). Then there's the infrastructure itself, including the computer hardware, network cabling, routers, switches…

“With the ability to connect operational output — your WCS — to product mix (WMS) or customer type (ERP) or shipping method (TMS) or labor cost (LMS), we can start to give management the tools they need to better plan the business,” says Tom Lehmkuhl, chief technology officer for Mason, OH-based supply chain consultancy Forte. “This ‘repurposing’ of the data, however, can lead to an awareness that the data may be either incomplete or incorrect. For this reason it is important to understand how data is collected originally within the various applications. With this understanding one can uncover deficiencies in process, controls, or even the base applications. Once discovered, it may become important to place additional controls within the process of analyzing the base data for business intelligence application.”
This sort of integration of systems and sharing of data illustrates why performing routine maintenance checks is vital: Left unchecked, a small problem in one area is likely to grow into a massive dilemma that could damage the entire system.
There's a vast misunderstanding that surrounds the world of information technology, says Lehmkuhl. “Since computer systems are often put in place to solve business problems, they themselves are not seen as being vulnerable to having problems,” he says. “After all if they work today, why wouldn't they work tomorrow?”
Lehmkuhl likens back-end IT maintenance to car maintenance: “You may be able to skip an oil change now and then without any obvious side affect, but if neglected repeatedly or for long periods of time, serious problems will eventually occur.”
So what do you need to do in order to properly maintain your systems?

Keep up on software updates and maintenance releases
Chances are your systems provider offers some form of maintenance plan. Generally experts recommend evaluating this closely from a number of perspectives. For example, at the operating system level, have the appropriate updates been applied to ensure proper levels of security? At the application levels, have upgrades been installed that will provided added features that will continue to improve the performance and business improvements expected? At the network level, have virus and spam protection been kept up to date, and has new Internet connectivity been introduced?
“Marketers don't pay enough attention to the upgrades from the software manufacturers that have upgrades for features and functions,” Lehmkuhl says. As a result, most marketers end up using far less of their system's capacity — by some estimates, less than 50% of capability.
Software providers continually release bug fixes (all software has bugs — it's just that some bugs are more evident than others), performance enhancements, security improvements, and other types of patches with updates such as government mandates, retail compliance, carrier requirements/changes, and shipping label changes. If you've encountered a program snafu, you may have created a costly work-around when all you needed to do was download the latest upgrade of the software.
Some IT pros deliberately avoid installing software upgrades and maintenance releases for fear that they may “break” a custom component of an application. To that end, it is important to weigh the value of upgrades against potential problems that may occur and to coordinate with your supplier. The best practice approach, Lehmkuhl says, is to review the upgrades and any existing customization in detail with the vendor and, depending on the extent of the upgrade, test the program before installing the upgrades.

Monitor system health
The applications that operate within a DC may be running independently on individual systems or within a shared environment. They may have been provided from one supplier, or you might have chosen a best-of-breed approach. You may have highly specialized departments and users who work only on their part of the system, or you may have implemented a matrix approach were everyone knows pieces of each system. “Regardless,” Lehmkuhl says, “there is a lot of stuff that needs to be maintained and continually monitored.”
Typically there are tools for each component dedicated to ensuring that that it is running well. For example, a database management system may include a maintenance plan that verifies the integrity of the data and indexes and even repositions data for more efficient access.
Set up purging and archiving routines to run automatically so that you keep only the mandatory amount of data in production environments, thereby increasing available disk space and system performance. Don't toss out all the nonmandatory data, however; save it to a separate disk or data center for recordkeeping and tracking purposes.

Back up your system
In addition to saving nonessential data for tracking purposes, Eric Lamphier, director of product management for Atlanta-based WMS provider Manhattan Associates, says you should be sure to set up mirroring, failover, and fault-tolerant system configurations to reduce or eliminate the risk of downtime when faced with hardware failures and/or natural disasters.
Mirroring is basically copying data onto a backup in case the primary source fails or becomes corrupt. A failover solution automatically transfers operations from a failed system component to a similar or redundant component to ensure that there's no discontinuation of operations. A fault-tolerant system — often used in reference to disk configurations — is built so that if one element fails, data can be accessed from another element without having to resort to the backup disk or system.
Huntingburg, IN-based Touch of Class, for instance, backs up or mirrors its data within each server on a daily basis, says Gary Bell, vice president of information systems for the home decor and bedding cataloger.
“It's good computing practice. You don't install a server without having data mirrored across more than one drive,” Bell says. “If you don't mirror the data, you're asking for trouble.”

Choosing an Information Technology Career

Understanding the Different Roles Within the IT Jobs Sector

There are various career options in the IT industry. How to choose between being a network security administrator, database or systems administrator etc.
Choosing the right career path within the Information Technology industry can be quite daunting. Understanding some of the different roles occupied by IT personnel can be helpful.

Systems Administrator

A systems administrator looks after the general running of the computers and the related network infrastructure. He/she would also be responsible for the general upkeep and maintenance of the computers and the software that runs on them.
The System Administrator not a programmer, although he would have a general programming knowledge which would enable him to write basic scripts for maintenance and administrative tasks. His basic programming knowledge would assist him in trouble shooting problems with computers as he would understand how computers react to the software loaded on them. The System Administrator would also be responsible for loading and regulating software on the networks computers, applying service packs and other approved updates.
The System Administrator would have an in depth knowledge of a few operating systems, which might include Unix, Linux, Novel and Microsoft Windows. He would require a good overall knowledge of the software running on the computers and how they interact with other computers and servers on the network.
Other responsibilities would include backup of all data and the testing of the backup system. In addition, he would be responsible for the anti virus solution implemented by the company and probably be instrumental in recommending the the type of backup and anti virus solutions to be implemented by the company.
Although some organizations have a separate position for a security administrator, the system administrator would, none the less, have an in depth knowledge of firewalls and computer security.

Database Administrator

The database administrator is responsible to the managing and upkeep of the company's databases. As such, he would have an in depth knowledge of the database software implemented by the company. He would be responsible for the backing up of and integrity of the data in his care.

Network and Network Security Administrators
The network administrator is responsible for the network infrastructure for the company. This would involve maintaining hub, switches and routers as well as the cabling in the building. He would have a in depth knowledge of the rules and regulations that apply to the physical network infrastructure.
The network security administrator is responsible for the security on the network, which would include the physical access to the server room. He would implement and be responsible for the firewall and the maintenance thereof.

Web Administrator

The web administrator maintains web server services (such as Apache or IIS) that allow for internal or external access to web sites. Tasks include managing multiple sites, administering security, and configuring necessary components and software.

Technical Support Staff

Technical support staff would be responsible in assisting end users and the day to day problems they experience with the computers they work with.

Multiple Roles

Depending on size of the company, one person may be responsible for more than one of the above mentioned positions. However, in some of the larger organizations one position could be filled by more than one person. For example one person might hold the tile of Senior System Administrator, while a junior person might hold the position of System (or junior) Administrator.
Information Technology careers are many and very diverse, but being informed before making a choice of career path can be advantageous. Do research on the Internet, speak to people in the industry and ask the advise of a career guidance counselor.
Some IT Training colleges offer aptitude tests that will help a person decide which field of an Information Technology career he or she would be best suited to.

Careers In Information Technology

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E-Commerce

E-commerce: Abbreviation for Electronic Commerce. A way of doing real-time business transactions via telecommunications networks, when the customer and the merchant are in different geographical places. Note: Electronic commerce is a broad concept that includes virtual browsing of goods on sale, selection of goods to buy, and payment methods. Electronic commerce operates on a bona fide basis, without prior arrangements between customers and merchants. E-commerce operates via the Internet using all or any combination of technologies designed to exchange data (such as EDI or e-mail), to access data (such as shared databases or electronic bulletin boards), and to capture data (through the use of bar coding and magnetic or optical character readers).

The convergence of computer and telecommunications technologies has revolutionized how we get, store, retrieve, and share information. Consumers now routinely use computer networks to identify sellers, evaluate products and services, compare prices, and exert market leverage. Electronic commerce (e-commerce) are business processes which shift transactions to the Internet. E-commerce is growing at a rapid rate. The value of e-commerce transactions, while still small relative to the size of the U.S. economy, continues to show strong growth despite a recent economic downturn. More significant than the dollar amount of these transactions, however, are the new business processes. Many new Internet-based companies and traditional producers of goods and services are working to transform their business processes into e-commerce processes in an effort to lower costs, improve customer service, and increase productivity, with varying degrees of success.

The Census Bureau of the Department of Commerce announced in May 2008 that U.S. retail e-commerce sales for 2006 reached $ 107 billion, up from $ 87 billion in 2005 - an increase of 22 percent. From 2001 to 2006, retail e-sales increased at an average annual growth rate of of 25.4 percent, compared with 4.8 percent for total retail sales. In 2006 e-commerce sales were 2.7 percent of total sales. Over 90 percent of retail e-sales were concentrated in two industry groups: Nonstore retailers (73 percent, $78 billion), and Motor Vehicles and Parts Dealer (19 percent, $20 billion)

There are a range of policy issues which will certainly affect the future of e-commerce activities. Internet use erases national boundaries, and the growth of e-commerce on the Internet and the complexity of these issues mean that domestic and global e-commerce policies will become increasingly intertwined. Issues currently under discussion include Internet taxation, encryption and electronic authentication (i.e., digital signatures), intellectual property protection (i.e., patent or copyright infringement), computer network security, privacy safeguards for individuals and organizations, and telecommunications infrastructure development. In the United States, legislation enacted as a result of the terrorist attacks of September 11, 2001(USA PATRIOT ACT of 2001, P.L. 107-56) gave U.S. lawmakers greater authority to gain access to electronic financial transactions (for example, to ferret out illegal money laundering).

Information Technology - US

The information technology industries (computer software, telecommunications, data processing services, and information services) are among America's strongest service industries. Computers figure so heavily in our daily lives that it is difficult to understand why early computer experts did not foresee much demand for these specialized machines. For example, in the 1940s, the chairman of IBM thought a total of five machines could be sold worldwide. Since then, a succession of breakthroughs has created a new economic sector: Information Technologies (IT) - the ever growing variety of ways in which we are able to gather, store, analyze, share, and display information.

Drawing on Max Planck's quantum theory and Albert Einstein's explanation of photoelectric phenomena, Bell Laboratories invented the transistor in 1948. This solid-state replacement for the vacuum tube, revolutionized electronics. With the invention of the integrated circuit in 1958, the pace of electronic and computer technology was greatly increased. Today, millions of integrated circuits can be placed on silicon chips no bigger than postage stamps. Book-sized computers of the 1990s can outperform room-sized computers of the 1960s.

Miniaturization causes prices to spiral downward, making the technology affordable for larger numbers of small businesses, local governments, schools, libraries, families, and individuals.

The Internet

Much of the innovation that spawned today's information technologies resulted directly from Federal investment in science and technology. Starting in 1969, the Department of Defense opened its experimental nationwide computer network through the Advanced Research Projects Agency (ARPA). The National Science Foundation (NSF) extended ARPA's network to civilian academic users in 1987. The Internet emerged from the joint effort by Federal agencies and universities to advance networking technology.

More than half of the nation is now online. In 2000, 98% of U.S. schools had Internet access. The number of households with Internet access has increased to 50.5% in 2001. Use of broadband services such as cable, satellite, and DSL is rapidly expanding. Wireless Internet access for notebooks via WLANs in airports, hotels and cafes is also becoming increasingly popular.
For the United States, the Information Technology Revolution quietly changed the way business and government operate. The nation shifted the control of essential processes in manufacturing, utilities, banking, and communications to networked computers. As a result, the cost of doing business dropped and productivity skyrocketed.

Since 2002, the U.S. economy and national security are fully dependent upon information technology and the information infrastructure. A network of networks directly supports the operation of all sectors of U.S. economy - energy (electric power, oil and gas), transportation (rail, air, merchant marine), finance and banking, information and telecommunications, public health, emergency services, water, chemical, defense industrial base, food, agriculture, and postal and shipping. At the core of the information infrastructure upon which we depend is the Internet.

Cyber Security

While the Internet has grown enormously and globally, it has also grown increasingly insecure. Cyber attacks on U.S. information networks occur regularly and can have serious consequences such as disrupting critical operations, causing loss of revenue and intellectual property, or loss of life. To be able to counter such attacks, President Bush is directing the development of a National Strategy to Secure Cyberspace.

Information Technology - India

From the 1950s, IBM had a virtual monopoly of computers in India. The 360 series release in 1960s was the major workhouse of the large organizations. They even maintained a chain of programmers who could write down software's for their machines. However in 1978, when George Fernandes, ministry of industries at that time, commanded IBM to take local shareholders into its subsidiary, the company refused strictly and went back after winding up its all operations in India. Its ex-employees then set up Computer Maintenance Corporation, with the primary object of maintaining IBM computers.

Time has changed the way businesses are carried out. What was supposed to be known to few and limited to the home towns, appears to be an ancient methodology of carrying out the work. The present day brands work on world wide scale, that is they are successful in not just one particular region but have deepened their roots to all the corners in the globe that you can think of.
Information Technology is what constitutes the most important sector in the present day trend of carrying out business. It is because you can not be present everywhere to monitor the work, but with networking and communications, you can always stay in contact with the other business sites of yours.

India’s development and contribution in world’s information technology sector is of highest reputation. Cities like Bangalore have become the favorite(most preferred) destinations of all the big banners like HSBC, Dell, Microsoft, GE, Hewlett Packard, and several Indian multi national firms like Infosys Technologies, Wipro, and Microland who have set up their offices in the city. It is because the city offers good infrastructure, with large floor space and great telecom facilities. This can be judged on the basis of the high growth statistics of India and the changing outlook of the companies towards India .

It is because of this growth many popular brands that have not yet build up there rigid offices in the country are making it fast to have a destination in India too. For example, Sun Microsystems, a global IT major, announced in Bangalore to double the present workforce of the company's Sun India Engineering Center (IEC) from the present 1000 to 2000 in the next two years time. IEC, which is the largest R&D center for Sun outside the US , would also focus on developing products in India to suit the needs of the Indian market, which would be benchmarked globally.
This speedy growth of IT Sector is undoubtedly due to the efforts of Indian government and the other developments that took in the other parts of the globe.

The country has seen an era when after the IBM shutted its shop in India in 1950, the mainframes that were imported into the country were all from Russia . Western computer could not be imported because of an American embargo on export of high-technology equipment to India , which was considered an ally of the Soviet Union . Slowly, with the time the country could develop its first powerful parallel computer in 1991 known as CDAC, by connecting together a string of less powerful computers.

With time and the continuous growth across the world, the country continued struggling and came up as the world leader in Information Technology Sector. The industry has grown up to US $ 5.7 billion (including over $4 billion worth of software exports) in 1999-2000, with the annual growth rate not sliding below 50 percent since 1991.
It exports software and services to nearly 95 countries around the world. The share of North America ( U.S. & Canada ) in India ’s software exports is about 61 per cent.
The Indian labor is not only cheap but is technically skilled too to the world class level. It is due to the Indian Education System that includes in its course curriculum the practical knowledge of the latest technology that is developed in world along with the fluency in English Language that imparts compatibility in an Indian technician to communicate and work through out the world.
Further the geographical location of India serves it the advantage of being exactly halfway round the world from the US west coast, which is another reason why India is preferred destination of many big brands. Also, The presence of a large number of Indians, especially engineers, in the US gave India an easy entry into the US software market.

What adds more to the dominance of India in Information Technology Sector is the government policies like the enactment of cyber laws to protect and safeguard the interest of software companies in India . Setting up of the Software Technology Parks of India (STPI), by the Ministry of Information Technology, Government of India and the International Technology Park in a joint project by the State Government, the TATA Group and the Singapore Consortium to promote and facilitate the software exports is another major step towards the growth of Indian Information Technology Sector.
Similarly an industrial park, known as Electronic City , was set up in 1991 takes more than a hundred electronic industries including Motorola, Infosys, Siemens, ITI, and Wipro, in an area of around 330 acres.

The Export Promotion Industrial Park , built near International Technology Park , gives an exclusive 288 acres of area for export oriented business. GE has its India Technology Center located at this park and employs hundreds of multi disciplinary technology development activities.
The other promotional activities that brought up India to this position include the IT Corridor project. Conceptualized by Singapore 's Jurong Town Corporation Private Ltd, the IT corridor Project was initiated by the Department of IT and the Bangalore Development Authority in order to develop state of the art facilities for the development of knowledge based industries.
Thus India is a perfect solution for all those companies which seek for cheap, yet technically skilled labor who have innovative minds and state of art to work over a project. The ample of facilities provide in a perfect working conditions. For rest, cyber laws are there to monitor and safeguard everyone's interest related to IT sector. All these reasons contribute for India to be as the most adored destination to many companies.

In the latest in Indian IT Sector, a five-city security seminar hosted by Microsoft Corporation India Pvt Ltd, is scheduled to take place around mid 2005. It will concentrate on representatives from the IT professional, developer, government, academic and the system integrator and ISV community. The basic motivation behind it will be to help them to systematize and standardize a comprehensive security framework that is essential for the protection of their IT investments.