MyOAN! Suggested Computer Maintenance Tips

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MyOAN! Computer Maintenance

Computer Maintenance Tips & Tools

Proper system maintenance is extremely important. It can keep your machine running efficiently, and can forewarn of impending hardware failures.

Here are some fairly easy tips which, if done regularly, will keep your computer running smoothly. Before you do these or any other maintenance on your computer may certain that all your data is backed up before your proceed.

Install and Update an AntiVirus Program
Check your disks for errors
Defragment your disks
Clean your floppy drive
Clean your CD-ROM drive
Clean your mouse
Vacuum out the air vents in the case
Always shut down Windows before turning off the power
Backup your data regularly
Keep a system log
Always use a surge suppressor

Install and Update an AntiVirus Program

Why: Computer viruses can destroy not only your installed programs, but can also destroy your data. If you have complete and up-to-date backups, you can restore your data, but it can take much time and effort to clean the system and restore it to its previous configuration. Even if nothing is damaged, it will take time to disinfect your computer (and any infected floppy disks).

How: There are many good AntiVirus programs on the market. The certification to look for is the National Computer Security Association (NCSA) Certification. Our personal recommendations for AntiVirus programs are McAfee AntiVirus or Symantec's Norton AntiVirus (We use them both for added protection). In addition to installing the program, you need to ensure it is updated monthly. Most vendors provide free updates to their products. As new viruses are being found constantly, an out of date AntiVirus program can be just as bad as having none.

When: Update Weekly

Links to Recent Virus Alerts: http://www.nemr.net/

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Check your disks for errors.

Why: Errors occasionally happen in the file and directory systems. If they are not found and corrected, they can grow and can potentially disable a system. By checking for these errors periodically and keeping records of when they are found, they can be repaired and trends can be identified.

How: Scandisk is a program provided by Microsoft with Windows 95 and recent versions of DOS. Scandisk will check your disk drives for errors. If errors are found, it will allow you to repair them, at the same time possibly warning you that your hard drive may be nearing the end of its life. Here's how:

For those with Windows 95, or Windows 98 :

- In the start menu, go to Programs -> Accessories -> System Tools -> Scandisk.

- Select the drive you wish to check. (Generally C:)

- Ensure that the type of test is Standard, and that the Automatically fix errors box is checked.

- Press the start button.

- If the program asks you what to do when an error is found, always chose the default.

- The program will notify you when it is complete.

When: At least monthly or anytime you have corrupt data or erratic system behavior
At least once a year, you should change the type of scan to thorough.

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Defragment your disks.

Why: When your computer saves files to your hard drive, it tries to save the entire file in one place, but for various reasons, sometimes this is not possible. When parts of a file are saved in several places, the file is said to be fragmented. When a file is fragmented, it takes your computer longer to access it than when it is not. When many files are fragmented, your computer may slow down noticeably.

How: Fortunately, both DOS and Windows95 come with a Disk Defragmenter, which puts the files back together, defragmenting the drive. Here's how:

For those with Windows 95 or Windows 98:

- Always run scandisk first.

- In the start menu, go to Programs -> Accessories -> System Tools -> Disk Defragmenter.

- Select the drive to defragment. (generally C:)

- Press the OK button.

- The program will notify you when it is complete.

When: Monthly or anytime performance slows.

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Clean your floppy drive.

Why: Floppy disk drives operate in much the same fashion as cassette tape recorders. Over time, the heads which read and write information to the disk become dirty, causing slow disks, errors, and possible ruining disks. By cleaning your drive, you can avoid many problems and prolong the life of you floppy drive.

How: There are many commercial products to clean floppy drives. We recommend any computer owner to purchase one. As each product is different, follow the instructions enclosed.

When: Yearly, or more often if you use your floppy drive often.

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Clean your CD-ROM drive.

Why: Much like floppy drives, the lens on your CD-ROM reader can become dirty. This has much to do with how clean you keep your CD's.

How: There are several products which will clean your CD-ROM lens, and many which will clean your CD's. Though these are not really must-have items, if your CD's are dirty, or you start having problems reading your disks, they might be a good investment. These can generally be found at music stores or computer supply stores.

When: As needed

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Clean your mouse.

Why: The rubber-coated ball found in most mice is designed for traction, but it has the side-effect of being very efficient at picking up dirt form your workplace and depositing it on the rollers inside the mouse. A mouse pad is an excellent way to slow this process (but only if the pad itself is kept clean), but with time, almost all mice get dirty rollers.

How: Here's how to clean most mice (may vary by model):
Before cleaning your mouse, disconnect it from your computer to eliminate the chance of electric shock.

- On the bottom of the mouse, there will be a removable ring around the ball. Generally there are arrows showing how to remove it. Usually it either turns or slides. Remove this ring, then turn the mouse right-side up to remove the ball.

- Wash the ball with soapy water, rinse well, then let dry.

- Wash the rollers inside the mouse with a cotton swab dipped in alcohol. For best results, rub the rollers from side to side. When all the rollers (there are usually three) are clean, let them dry thoroughly before reconnecting the mouse.

- Return the ball and the ring.

When: As needed

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Vacuum out the air vents in the case.

Why: Heat is one of your computer's worst enemies. There are generally one or more cooling fans in the case which are designed to circulate air around the components and keep them cool and functioning efficiently. When dust builds up around the air vents, heat can build up and slow your computer and shorten it's life.

How: Any air holes in the case should be vacuumed out to remove dust. The case can also be removed and the inside can be vacuumed out. This will remove the dust that collects on the actual components and on the fan on the CPU.

When: Outside: Monthly
Inside: Yearly

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Always shut down Windows before turning off the power.

Why: While Windows is working, it keeps open several important files. Shutting down properly gives Windows an opportunity to save these files. If it is not shut down, errors can occur in these files making Windows unstable, or recent changes could be discarded.

How: Windows 3.1: From Program Manager: File -> Exit.
Windows95: Start -> Shut Down
Windows98: Start -> Shut Down

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Backup your data regularly.

Why: In case of a hard drive failure, virus infection, or disaster that destroys your computer, your important data could be lost. The amount of time required to reproduce these files can be very high. If there is only one copy, they can possibly be irreplaceable. If there is a major catastrophe and you have a backup of your data, it is relatively simple to just reinstall the programs, restore the data, and continue working.

How: Microsoft has included a backup utility with its operating systems, called Backup. While this is functional, we often find it easier to use the shareware program Winzip or any other file compression program to compress the backup onto floppies. If you have a very small amount of data, you can just copy it directly to floppies. Either method is fairly easy with all of the data in one directory, and becomes much more difficult when your data is spread throughout your hard drive.

When: Daily or monthly, depending on value and quantity of data

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Keep a system log.

Why: In case you need to reinstall programs, it is easier if you have a record of what you had installed, what the serial numbers or passwords are, and what configuration changes you made to make the programs work best for you. If you have problems with your computer for which you need to call a consultant, the log could be helpful in identifying the exact cause of the problem.

How: Have a notebook near your computer where you note any programs you install, as well as any changes you make to the system configuration.

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Always use a surge suppressor.

Why: The electricity coming out of the wall outlet is not always constant. If your computer is subjected to too much voltage delicate electronics can be destroyed. A surge suppressor, while not 100% guaranteed, will prevent major voltage spikes. For more bulletproof protection, an uninterrupted power supply (UPS) should be used.

How: Surge suppressors are available at most computer and office supply stores. Ensure that you purchase a surge suppressor and not just a power strip, as power strips provide no electrical protection.

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