Computer Maintenance

Computer maintenance Is the practice of keeping computers in a good state of repair. A computer containing accumulated dust and debris may not run properly. Dust and debris will accumulate as a result of air cooling. Any filters used to mitigate this need regular service and changes. If the cooling system is not filtered then regular computer cleaning may prevent short circuits and overheating. Keyboard[edit] The crumbs, dust, and other particulate that fall between the keys and build up underneath are loosened by spraying pressurized air into the keyboard, then removed with a low-pressure vacuum cleaner. A plastic-cleaning agent applied to the surface of the keys with a cloth is used to remove the accumulation of oil and dirt from repeated contact with a user's fingertips. If this is not sufficient for a more severely dirty keyboard, keys are physically removed for more focused individual cleaning, or for better access to the area beneath. Finally, the surface is wiped with a disinfectant. Pc maintenance Monitor[edit] A monitor displays information in visual form, using text and graphics. The portion of the monitor that displays the information is called the screen. Like a television screen, a computer screen can show still or moving pictures and It's a part of Output Devices. Mouse[edit] The top surface of the mouse is wiped with a plastic cleanser to remove the dirt that accumulates from contact with the hand, as on the keyboard. The bottom surface is also cleaned to ensure that it can slide freely. If it is a mechanical mouse, the trackball is taken out, not only to clean the ball itself, but to scrape dirt from the runners that sense the ball's movement and can become jittery or stuck if impeded by grime. Tower/desktop unit[edit] Internal components accumulate dust brought in by the airflow maintained by fans to keep the PC from overheating. A soft brush may remove loose dirt; the remainder is dislodged with compressed air and removed with a low-pressure vacuum. The case is wiped down with a cleaning agent. A pressurized blower or gas duster can remove dust that cannot be reached with a brush.[2] Data[edit] Backups[edit] Backup Important data stored on computers may be copied and archived securely so that, in the event of failure, the data and systems may be reconstructed. When major maintenance such as patching is performed, a backup is recommended as the first step in case the update fails and reversion is required. Disk cleanup may be performed as regular maintenance to remove these. Files may become fragmented and so slow the performance of the computer. Disk defragmentation may be performed to combine these fragments and so improve performance. What is Computer Maintenance Plan? Computer Maintenance Plan is a list of predefined procedures and tasks needed to keep a computer in good condition. There are thorough maintenance checks needed on a computer to avoid unnecessary downtime and failure. Your computer is a key component of your digital communication and network, its hardware and software must be custom tailored to your office computing needs. Your computer network must also be properly maintained to function properly and avoid system downtime or loss of computer data. Maintenance Tasks and Procedures Computer maintenance tasks include reviewing the computer’s performance, ensuring that automated system monitoring utilities are properly installed and configured, identifying potential security risks and backing up data at regular intervals. The maintenance procedure is part of a wider policy which defines what, how, and when the required changes can occur. The procedure also defines step by step low-level actions. Maintenance Plan A solid computer maintenance plan generally requires several steps, including: Checking computer log files Assessing hard disk space Examining computer folder permissions Monitoring computer temperature Ensuring adequate redundancy of computer systems Examining security features Examining computer cleaning Installing security software patches Reading computer logs for security alerts or evidence of computer hacking attempts Updating antivirus software on all computers on the network Updating critical service packs and software updates Performing regular comprehensive back-ups to ensure that vital data can be retrieved from storage in the event of a system failure. Maintenance Engineers Computer maintenance engineer is a skilled technician with a good engineering background and relevant experience in preventative maintenance, troubleshooting and repair and the installation and/or modification of computer machinery. They Liaise closely with the Maintenance Manager and operations staff in all respects to ensure efficient and effective planned and reactive maintenance at all times. The maintenance technicians usually perform tasks such as; preparing parts orders for despatch, assembly of new machines, servicing machines that have been returned with faults, going to customers for repairs, maintenance and installation of our machines, providing remote assistance either online or over the phone to customers. Related Computer Maintenance Articles: Server cleaning & Maintenance Keyboard Cleaning & Maintenance Monitor Cleaning & Maintenance Laptop Cleaning & Maintenance Scope of Maintenance All Computer types including Blade; Rack; and Tower options. Computer Maintenance includes all internal computer components, i.e. Processor, Memory, hard-drives and any internal cards. Operating System: (including Windows, Unix, Linux and Solaris) – Maintenance service relates to the operational readiness and security of the system which includes Operating System re-installation and application of Security Patches and Service Releases. Maintenance Checklist This checklist will help you to do a quick self-evaluation to see how safe your computer systems are from hackers. Our trusted technology professionals can provide a complimentary consultation to make sure you are protected from the numerous security threats that are lurking. Meanwhile, we’ll stay in touch via our newsletter, which provides timely alerts and useful tips to help keep your organisation’s technology running smoothly. Computer Security Security and application functionality should also be examined. If required, security patches should be installed on individual computers within the network to ensure that data is secure. The review should also include reading computer logs for evidence of computer hacking attempts or security alerts. In addition, the administrator should ensure that antivirus software is updated on all of the computers in the network. Maintenance Window During server maintenance, any essential service packs and software updates should be installed on the network computers. Typically, this work can be done after working hours so that network user activity is not disturbed. When necessary, a system correction, system restoration, or hardware component replacement may also need to be made. Backup Plan A comprehensive backup plan should also be included. In the event of a system failure, the backup data will be vital in helping the network users retrieve their stored information. Depending on what kind of data is stored on a computer, it may need to be backed up daily, weekly, bi-monthly, or monthly. A good backup plan should always be tested regularly to ensure that it will meet data recovery requirements. Preventive Maintenance and Troubleshooting PC Preventive Maintenance Overview (4.1.1) Preventive maintenance is the regular and systematic inspection, cleaning, and replacement of worn parts, materials, and systems. Effective preventive maintenance reduces part, material, and system faults and keeps hardware and software in good working condition. Benefits to Preventive Maintenance (4.1.1.1) Preventive maintenance plans are developed based on at least two factors: Computer location or environment: Dusty environments, such as construction sites, require more attention than an office environment. Computer use: High-traffic networks, such as a school network, might require additional scanning and removal of malicious software and unwanted files. Regular preventive maintenance reduces potential hardware and software problems, computer downtime, repair costs, and the number of equipment failures. It also improves data protection, equipment life, and stability and saves money. Preventive Maintenance - Dust (4.1.1.2) The following are considerations to keep dust from damaging computer components: Clean/replace building air filters regularly to reduce the amount of dust in the air. Use a cloth or a duster to clean the outside of the computer case. If using a cleaning product, put a small amount onto a cleaning cloth and then wipe the outside of the case. Dust on the outside of a computer can travel through cooling fans to the inside. Accumulated dust prevents the flow of air and reduces the cooling of components. Hot computer components are more likely to break down. Remove dust from the inside of a computer using a combination of compressed air, a low-air-flow ESD vacuum cleaner, and a small lint-free cloth. Keep the can of compressed air upright to prevent the fluid from leaking onto computer components. Keep the compressed air can a safe distance from sensitive devices and components. Use the lint-free cloth to remove any dust left behind on the component. CAUTION When you clean a fan with compressed air, hold the fan blades in place. This prevents overspinning the rotor or moving the fan in the wrong direction. Preventive Maintenance - Internal Components (4.1.1.3) This is a basic list of components to inspect for dust and damage: CPU heat sink and fan assembly: The fan should spin freely, the fan power cable should be secure, and the fan should turn when the power is on. RAM modules: The modules must be seated securely in the RAM slots. Ensure that the retaining clips are not loose. Storage devices: All cables should be firmly connected. Check for loose, missing, or incorrectly set jumpers. A drive should not produce rattling, knocking, or grinding sounds. Screws: A loose screw inside the case can cause a short circuit. Adapter cards: Ensure that adapter cards are seated properly and secured with the retaining screws in their expansion slots. Loose cards can cause short circuits. Missing expansion slot covers can let dust, dirt, or living pests inside the computer. Cables: Examine all cable connections. Ensure that pins are not bent or broken and that cables are not crimped, pinched, or severely bent. Retaining screws should be finger-tightened. Power devices: Inspect power strips, surge suppressors (surge protectors), and UPS devices. Make sure the devices work properly and that there is clear ventilation. Keyboard and mouse: Use compressed air to clean the keyboard, mouse, and mouse sensor. Preventive Maintenance - Environmental Concerns (4.1.1.4) An optimal operating environment for a computer is clean, free of potential contaminants, and within the temperature and humidity ranges specified by the manufacturer, as shown in Figure 4-1 and defined in the list that follows. Figure 4-1 Temperature and Humidity Follow these guidelines to help ensure optimal computer operating performance: Do not obstruct vents or airflow to the internal components. Keep the room temperature between 45 and 90 degrees Fahrenheit (between 7 and 32 degrees Celsius). Keep the humidity level between 10% and 80%. Temperature and humidity recommendations vary by computer manufacturer. Research the recommended values for computers used in extreme conditions. Preventive Maintenance - Software (4.1.1.5) Verify that installed software is current and follow the policies of the organization when installing security updates, operating system, and program updates. Create a software maintenance schedule to: Review and install the appropriate security, software, and driver updates. Update the virus definition files and scan for viruses and spyware. Remove unwanted or unused programs. Scan hard drives for errors and defragment hard drives. Troubleshooting Process (4.2) Troubleshooting is a systematic process used to locate the cause of a fault in a computer system and correct the relevant hardware and software issues. Approaching problem solving using a logical and methodical approach is essential to successful resolution. Although experience is very useful to problem solving, following a troubleshooting model will enhance effectiveness and speed. Troubleshooting Process Steps (4.2.1) In this section, you will learn that to troubleshoot a problem quickly and effectively, you need to understand how to approach the issue. Troubleshooting is a way of discovering what is causing a problem and fixing it. Introduction to Troubleshooting (4.2.1.1) Troubleshooting requires an organized and logical approach to problems with computers and other components. Sometimes issues arise during preventive maintenance. At other times, customers may contact you with problems. Taking a logical approach to troubleshooting allows you to eliminate variables and identify causes of problems in a systematic order. Asking the right questions, testing the right hardware, and examining the right data helps you understand the problem and form a proposed solution. Troubleshooting is a skill that you refine over time. Each time you solve a problem, you increase your troubleshooting skills by gaining more experience. You learn how and when to combine steps, or skip steps, to reach a solution quickly. The troubleshooting process is a guideline that is modified to fit your needs. This section presents an approach to problem solving that you can apply to both hardware and software. NOTE The term customer, as used in this book, refers to any user who requires technical computer assistance. Before you begin troubleshooting problems, always follow the necessary precautions to protect data on a computer. Some repairs, such as replacing a hard drive or reinstalling an operating system, might put the data on the computer at risk. Make sure you do everything possible to prevent data loss while attempting repairs. If your work results in data loss for the customer, you or your company could be held liable. Data Backup A data backup is a copy of the data on a computer hard drive that is saved to another storage device or to cloud storage. Cloud storage is online storage that is accessed via the Internet. In an organization, backups may be performed on a daily, weekly, or monthly basis. If you are unsure about whether a backup has been done, do not attempt any troubleshooting activities until you check with the customer. Here is a list of items to verify with the customer regarding whether a backup has been performed: Date of the last backup Contents of the backup Data integrity of the backup Availability of all backup media for a data restore If the customer does not have a current backup and you are not able to create one, ask the customer to sign a liability release form. A liability release form contains at least the following information: Permission to work on the computer without having a current backup available Release from liability if data is lost or corrupted Description of the work to be performed Troubleshooting Process Steps (4.2.1.2) The troubleshooting process steps are as follows: Step 1. Identify the problem. Step 2. Establish a theory of probable cause. Step 3. Test the theory to determine the cause. Step 4. Establish a plan of action to resolve the problem and implement the solution. Step 5. Verify full system functionality and, if applicable, implement preventive measures. Step 6. Document findings, actions, and outcomes. Identify the Problem (4.2.1.3) The first step in the troubleshooting process is to identify the problem. During this step, gather as much information as possible from the customer and from the computer. Conversation Etiquette When you are talking to a customer, follow these guidelines: Ask direct questions to gather information. Do not use industry jargon. Do not talk down to the customer. Do not insult the customer. Do not accuse the customer of causing the problem. Table 4-1 lists some of the information to gather from the customer. Table 4-1 Step 1: Identify the Problem Company name Contact name Customer information Address Phone number Manufacturer and model Operating system Computer configuration Network environment Connection type Open-ended questions Problem description Closed-ended questions Error messages Beep sequences LEDs POST Open-Ended and Closed-Ended Questions Open-ended questions allow customers to explain the details of the problem in their own words. Use open-ended questions to obtain general information. Based on the information from the customer, you can proceed with closed-ended questions. A closedended questions generally requires a yes or no answer. Documenting Responses Document the information from the customer in the work order, in the repair log, and in your repair journal. Write down anything that you think might be important for you or another technician. The small details often lead to the solution of a difficult or complicated problem. Beep Codes Each BIOS manufacturer has a unique beep sequence, a combination of long and short beeps, for hardware failures. When troubleshooting, power on the computer and listen. As the system proceeds through the POST, most computers emit one beep to indicate that the system is booting properly. If there is an error, you might hear multiple beeps. Document the beep code sequence and research the code to determine the specific problem. BIOS Information If the computer boots and stops after the POST, investigate the BIOS settings. A device might not be detected or configured properly. Refer to the motherboard documentation to ensure that the BIOS settings are correct. Event Viewer When system, user, or software errors occur on a computer running Windows, the Event Viewer is updated with information about the errors. The Event Viewer, shown in Figure 4-2, records the following information about the problem: What problem occurred The date and time of the problem The severity of the problem The source of the problem The event ID number Which user was logged in when the problem occurred Figure 4-2 Event Viewer Although the Event Viewer lists details about an error, you might need to further research the problem to determine a solution. Device Manager The Device Manager, shown in Figure 4-3, displays all the devices that are configured on a computer. The operating system flags the devices that are not operating correctly with an error icon. A yellow triangle with an exclamation point indicates that the device is in a problem state. A red X means that the device is disabled or removed or that Windows can’t locate the device. An downward-pointing arrow means the device has been disabled. A yellow question mark indicates that the system does not know which driver to install for the hardware. Figure 4-3 Device Manager Task Manager The Task Manager, shown in Figure 4-4, displays the applications and background processes that are currently running. With the Task Manager, you can close applications that have stopped responding. You can also monitor the performance of the CPU and virtual memory, view all processes that are currently running, and view information about the network connections. Figure 4-4 Task Manager Diagnostic Tools Conduct research to determine what software is available to help diagnose and solve problems. Many programs can help you troubleshoot hardware. Manufacturers of system hardware usually provide diagnostic tools of their own. For instance, a hard drive manufacturer might provide a tool to boot the computer and diagnose why the hard drive does not start the operating system. CHECK YOUR UNDERSTANDING 4.2.1.4: IDENTIFY THE PROBLEM Refer to the online course to complete this activity. Establish a Theory of Probable Cause (4.2.1.5) The second step in the troubleshooting process is to establish a theory of probable cause. First, create a list of the most common reasons for the error. Even if the customer thinks there is a major problem, start with the obvious issues before moving to more complex diagnoses, as outlined here: 1. Check whether the device is powered off. 2. Determine whether the power switch for an outlet is turned off. 3. Check whether the surge protector is turned off. 4. Ensure that there are no loose external cable connections. 5. Check whether there is a non-bootable disk in the designated boot drive. 6. Look for the incorrect boot order in the BIOS setup. List the easiest or most obvious causes at the top. List the more complex causes at the bottom. If necessary, conduct internal (logs, journal) or external (internet) research based on the symptoms. The next steps of the troubleshooting process involve testing each possible cause. Test the Theory to Determine the Cause (4.2.1.6) You can determine an exact cause by testing your theories of probable causes one at a time, starting with the quickest and easiest. Some common steps to determine the cause of the problem are as follows: 1. Ensure that the device is powered on. 2. Ensure that the power switch for an outlet is turned on. 3. Ensure that the surge protector is turned on. 4. Ensure that external cable connections are secure. 5. Ensure that the designated boot drive is bootable. 6. Verify the boot order in the BIOS setup. Once the theory is confirmed, you can determine the steps to resolve the problem. As you become more experienced at troubleshooting computers, you will work through the steps in the process faster. For now, practice each step to better understand the troubleshooting process. If you cannot determine the exact cause of a problem after testing all your theories, establish a new theory of probable cause and test it. If necessary, escalate the problem to a technician with more experience. Before you escalate, document each test that you tried, as shown in Figure 4-5. Figure 4-5 Work Order Establish a Plan of Action to Resolve the Problem and Implement the Solution (4.2.1.7) After you have determined the exact cause of the problem, establish a plan of action to resolve the problem and implement the solution. Sometimes quick procedures can correct the problem. If a quick procedure does correct the problem, verify full system functionality and, if applicable, implement preventive measures. If a quick procedure does not correct the problem, research the problem further and then return to Step 2 to establish a new theory of the probable cause. NOTE Always consider corporate policies, procedures, and impacts before implementing any changes. After you have established a plan of action, you should research possible solutions such as the following: Help desk repair logs Other technicians Manufacturer FAQs Technical websites News groups Computer manuals Device manuals Online forums Internet search Divide large problems into smaller problems that can be analyzed and solved individually. Prioritize solutions starting with the easiest and fastest to implement. Create a list of possible solutions and implement them one at a time. If you implement a possible solution and it does not correct the problem, reverse the action you just took and then try another solution. Continue this process until you have found the appropriate solution. Verify Full Functionality and, if Applicable, Implement Preventive Measures (4.2.1.8) After the repairs to the computer have been completed, continue the troubleshooting process by verifying full system functionality and implementing the preventive measures needed, as outlined here: 1. Reboot the computer. 2. Ensure that multiple applications work properly. 3. Verify network and Internet connections. 4. Print a document from one application. 5. Ensure that all attached devices work properly. 6. Ensure that no error messages are received. Verifying full system functionality confirms that you have solved the original problem and ensures that you have not created another problem while repairing the computer. Whenever possible, have the customer verify the solution and system functionality. Document Findings, Actions, and Outcomes (4.2.1.9) After the repairs to the computer have been completed, finish the troubleshooting process with the customer. Explain the problem and the solution to the customer verbally and in writing. The steps to take when you have finished a repair are as follows: 1. Discuss the solution implemented with the customer. 2. Have the customer verify that the problem has been solved. 3. Provide the customer with all paperwork. 4. Document the steps taken to solve the problem in the work order and in the technician’s journal. 5. Document any components used in the repair. 6. Document the amount of time spent on resolving the problem. Verify the solution with the customer. If the customer is available, demonstrate how the solution has corrected the computer problem. Have the customer test the solution and try to reproduce the problem. When the customer can verify that the problem has been resolved, you can complete the documentation for the repair in the work order and in your journal. Include the following information in the documentation: Description of the problem Steps to resolve the problem Components used in the repair CHECK YOUR UNDERSTANDING 4.2.1.10: NUMBER THE ST