No doubt we are all familiar with the old adage “Prevention is better than cure”. When it comes to computer maintenance this is very applicable. Computer hardware failures can be very disruptive and costly in both time and monetary terms.
We have listed below some computer maintenance tips which can help prevent many problems:
- Probably one of the most important tasks would be doing daily backups of all data files. We have covered this topic on previous occasions to stress the importance of backups. Furthermore, it is good practice to ensure that a copy of your backed up SS and POS data be stored off-site in a secure location.
- Ensure you have current Anti-Virus software installed. Virus definitions for all AV software must be updated at least weekly. Most AV software will automatically update the definitions once it has been configured correctly.
- Ensure that regular full system virus scans are performed on all computers attached to your network.
- It is prudent to always shut the computer down in an orderly manner by clicking the START then SHUT DOWN buttons. Wherever possible, do not turn the computer off at the power switch unless it is completely unresponsive. Often, if the computer appears to have “frozen”, the offending program can be closed by simultaneously pressing the Ctrl + Alt + Delete keys and selecting Task Manager. The non-responsive program can be located in the Applications List and can be shut down from there.
- Invest in an Uninterruptible Power Source (UPS). A UPS is a device that provides battery backup when mains power fails or drops to an unacceptable voltage level. Aside from preventing data loss, they can ‘buy you valuable minutes’ so that your Computer can be shut down in an orderly manner (as detailed in Tip No. 4 above) during power outages. One of these devices should at the very least be attached to each “Server” machine.
- Scan and de-fragment your hard disk drive (HDD) at least once a month. These utilities will ensure optimal performance and will minimise HDD errors.
- Keep all installation disks in a secure but handy location. If the worst should happen and you need to format your system, by keeping your driver disks, operating system disks and backup disks in a readily available place, you will minimise your down time.
- Keep all programs updated. Most software packages regularly release updates – either for updated features, security patches or bug fixes. It is important to ensure that your Operating System (Windows), Anti-Virus software, ARMS Programs and all other software packages are updated regularly. Also, bear in mind that for some updates to take effect, you may be instructed to restart your computer.
- Develop a schedule of maintenance practices. All these tips will be meaningless if you keep forgetting to do it, or only remember after something has gone wrong. Prepare a maintenance schedule, with a list of what tasks should be performed daily, weekly, and monthly.
- If you develop a routine and stick to it, you will go a long way toward avoiding the more significant problems by always addressing the smaller ones.
