Ten tips to maintaining a computer laboratory

1          Backing up the data on a regular basis

 Full system backups should be made on a weekly basis. The Khanya labs make use of disk mirroring. This implies that all data is stored simultaneously on two separate hard drives. A corrupted file on the 1^st hard drive will thus be duplicated on the second drive during the disk mirroring process. This might cause the operating system to be corrupted. Weekly backups will ensure that should the above occur, the system can be restored to the point when the last full backup was made. The backup procedures can be found on the Khanya website at http://www.khanya.co.za/projectinfo/docs/backups.pdf

2          Windows updates should be installed at least once a week

Microsoft always issues new security patches and updates. It’s best to make sure you are up-to-date on Microsoft Windows XP updates or you may be on the receiving end of some nasty viruses, hacking, or spyware programs. It is always advisable to run Windows Updates on a regular basis. If you have a broadband connection at your school, you can schedule the Windows Updates to run automatically.

3          Antivirus updates

As viruses become both more complicated and more aggressive, regularly updating the antivirus program has become an absolute necessity for protecting your PC.  Scheduling a weekly virus scan is a good routine precaution. A complete scan is also advised whenever the antivirus program says it has detected and cleaned a virus.  Viruses can make changes to your system settings and cause computer errors that may remain in effect after antiviral programs remove the virus. As a result, running a PC health scan after a virus scan helps keep your computer in tip-top shape.

4.         Hard Disk cleanup utility should be run on a regular basis

Temp files, downloaded Internet files, and old, unused files can take up room on your system, so regular disk cleanup should be part of your regular computer maintenance. Click open My Computer, and single-click the Local Disk icon with the right mouse button. Select Properties, and click the Disk Cleanup button. XP will scan your system looking for areas that need cleaning. Once this has been done, choose which areas you want cleaned by clicking them on the provided list, and then click the OK button.

5.         Safely Unplug Computer Peripherals

USB ports and other computer peripherals should be handled with care to avoid serious damage to your computer. Never plug in or unplug a peripheral, like a printer, while your computer is on (except if the device is hot pluggable). Doing so can short out the connector socket, causing serious damage to your computer. Always switch your computer off before adding or removing and unplugging computer peripherals. USB devices can be plugged in and out while the computer is on, but always first stop the device before unplugging it.

6.         Windows Defragmentation

Hard drive defragmentation should be run on a regular basis on all workstations in the lab. This will prevent the hard drive of the computer from becoming fragmented. When a hard drive is fragmented, it must search for the various elements of a file in order to re-combine them into a complete file. Constant searching increases drive wear-and-tear, shortening its life-span.

7.         Keep the computer room clean

Dust can be very harmful to a computer system. If the room is not kept dust-free, the dust can gather on the fan of the CPU preventing it from turning freely and from cooling the computer’s processor. This will cause the computer to run more slowly or to malfunction.

8.         Always turn the computers off properly

Never turn off the computers using the power switch while the operating system is still running. Following this rule will prevent permanent hard drive defects caused by the hard drive heads contacting the surface of the drive disc, and it will prevent a host of Windows problems. Whenever possible, recover from crashes by pressing the Ctrl + Alt + Delete keys at the same time. Press them again to reboot your computer.

9          Cleaning monitors

When cleaning a computer monitor, you should make sure to disconnect it from a power source. You can clean dirt and fingerprints with ordinary household glass cleaner sprayed onto a lint free cloth, do NOT spray directly onto the computer screen. It is important not to get any fluid in the electrical components. Make sure you keep air vents clear from debris and paper. Obstructed monitor vents can cause monitors to overheat and even catch fire. Clean once a month or as needed.

10.       Surge Protection

Computer systems are more vulnerable to voltage variations than appliances like washers, dryers, microwaves or TVs.

Spikes occur when lightning strikes a transformer. Surges occur when high-powered electrical motors are turned off, releasing extra voltage into the line. Spikes and surges can damage keyboards, monitors, hard drives or processors. Blackouts and brownouts can ruin data saved on the hard drive; of course any work in progress is lost.

Rural areas are particularly susceptible to surges. To prevent data loss caused by power surges, always make sure that the UPS is in a working order and is always turned on.