Training, Teaching and Learning Material Development Care for Networks and Computer Hardware ICT ITSS2

LO-2
1. Establish location requirements for hardware and peripherals

1.1. Establish location, handling and storage requirements for computer equipment

1.1.1. Environmental considerations

Computer hardware is designed for operation within a set range of environmental conditions, and operation of
computer hardware outside these conditions will damage the hardware or reduce the working life of the
hardware.

The manufacturer’s recommendations for operating a specific computer hardware device will be found in the
user manual or specifications.

Temperature

The ambient temperature of the environment is the temperature at which computer hardware should be
maintained and should fall within the recommended range. If the temperature exceeds the upper limit of this
range, the life of the electronic components will be shortened, and the reliability of the device decreased.  The
optimum temperature range for computer hardware is usually from 15 to 24 deg C.

To maintain the ambient temperature within an acceptable range, the room containing the computer hardware
is often air conditioned. Air conditioning will also maintain the relative humidity levels in the room, and also
improve the air quality by filtering out dust particles.

Humidity and moisture

If the relative humidity where computer hardware devices are operated is too high, problems can occur through
water condensation. If the relative humidity is too low, the devices are much more susceptible to electrostatic
discharge.

Computer hardware devices should be located away from sources of moisture such as open windows. Eating
and drinking should not be allowed anywhere near a computer hardware device.

Dust

As discussed above, it is important hardware devices operate within a set temperature range. Over time fans
and ventilation vents become clogged with dust reducing their cooling efficiency. If the hardware device is to be
operated in a dusty area such as an industrial environment, the device will need to be cleaned more frequently
than a device in an office environment. Shields and housings are available to reduce the intake of dust in a
dusty environment.

1.1.2. Typical power related issues

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There are a number of terms related to power and problems, some of the most common are:
 Blackouts: When power levels drop to virtually zero, or in other words there is NO power.
 Brownouts: Also called sag. A brownout occurs when power levels drop below that which is supposed to
be delivered, for a sustained time. For example if you have a 230-240 volt power outlet, but the measurable
level drops below 230 volts. Typically experienced in switching on of heavy equipment.
 Surges: Is the opposite of a brownout. It is where voltage levels increase above that which is specified at
the outlet eg above 240 volts
 Spikes: A short sharp and very sudden increase of voltage, that also drops just as quickly eg a 240 volt
supply jumps to 1000 volts or more for a period of as little as 20 milliseconds (1/50th of a second). This is
typical of a lightning strike.
 Line noise: Line noise consists of small variations in the voltage level. A certain amount of line noise is
normal (no power generation circuits are perfect) and for the most part power supplies will deal with them
without difficulty. However, in some areas the power quality is worse than others. Also, if the computer is
sharing a circuit or is physically located near devices that cause electromagnetic interference (motors,
heavy machinery, radio transmitters, etc.) then line noise can be a serious concern. Noise that the power
supply cannot handle can cause it to malfunction and pass the problem on to your motherboard or other
internal devices.

Protection from power problems

When power problems strike, they can cause permanent damage. The damage could be to your equipment or
your data. The only effective way to deal with power problems is to prevent them from happening in the first
place. Here are some steps you can take to greatly reduce the chances of power problems with your computer:
 Use power protection devices: There are many different types of devices on the market that can be used
to protect against power problems; these include surge suppressors, line conditioners and uninterruptible
power supplies (UPS). Some are much better than others, and accordingly, cost much more. You can get
fairly reasonable protection for your computer systems, without huge expense. You need to decide how
much protection you need based on what you are willing to risk. You will need to do something. Just
plugging computer equipment into the wall socket is asking for trouble.
 Check protection devices regularly: At least once a year, you should inspect your power protection
devices to make sure that they are functioning properly. Most good ones will have a signalling light to tell
you when they are protecting your equipment properly, but it is only of use if you look at it on occasion!
 Use dedicated circuits: Putting the computer on its own power circuit, so it isn’t sharing the power with
your air conditioner, space heater, and vacuum cleaner, greatly improves the power quality and insulates
the system from power sags when these devices are turned on. It also reduces electromagnetic
interference from these devices that might be carried over the power line.
 Turn off power during a blackout: If you lose power, when the power comes back on the signal can
initially be inconsistent, which can make things difficult for your power supply. It is not unusual to see false
starts, where the power comes on and then goes off again, during storms. If you have a blackout, turn off
your equipment so you can control when it comes back on, not the electricity supply company. Turn the
equipment back on once you feel the power has returned and is stabilised.
 Turn off and disconnect the power cord during an electrical storm: This is a simple precaution that
protects your system from possible problems during a thunderstorm. While this is impractical in a business
situation, the solution is to install an uninterruptible power supply (UPS).

1.1.3. Storage and handling

Manufacturer’s requirements

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When handling computer equipment, it is advisable to follow the manufacturer’s guidelines on handling and
storage. The most obvious place to find that information would be the User Guides/Manuals that accompany
the product.
While some documentation can be difficult to find, in a cupboard full of manuals, it is also common to have no
documentation for the equipment in printed form. These days, many of the manuals and manufacturer
guidelines are in electronic form supplied on floppy disk or CD-ROMs.
One of the best paths, to locate the current information, would be the Internet. If in doubt, go to the
manufacturer’s website.
Your supplier is the other main possibility for valid information. A good supplier will already be aware of specific
issues that relate to your product purchases. If your supplier is reluctant to provide relevant product
information, find a new supplier.

Locating equipment
Sometimes when determining the most appropriate location, there are competing interests. From a security
viewpoint, it may not be advisable to locate important network servers within easy access from the general
public, or even unauthorised employees. But from an accessibility viewpoint, it may be convenient for service
personnel to have easy and unsecured access to all equipment. Still, there are the physical services (such as
power, phone, network communications etc.) where equipment could be placed in the most convenient and
cost-saving location close to outlets and connectors.
Security
When locating equipment you would need to determine the priorities and adjust or compromise the competing
interest accordingly. For example, if you have a network server that contains sensitive accounting and/or
payroll data, you would not want general staff (meaning those that should not be handling account/payroll data)
to be able to gain access. You could of course restrict access by software such as username/passwords etc.,
but that would not stop someone from physically taking the hard disk drive in order to steal or copy it.
Where sensitive or critically important hardware is concerned, it would be advisable to locate the equipment in
a secure location, such as a lockable cupboard or room. Access can then be more traditionally controlled by
security key access. So when locating equipment, you will need to ask yourself the question ‘Is this site easily
accessible?’.

Services
The term services relate to the parts of infrastructure like, general power outlets (GPO), phone, facsimile and
network connections. There are of course other services more related to people’s needs.
It is generally easier to design and install all the services to be located you need (want), when you are starting
with an empty room or building. But that does not always happen. If there are insufficient power outlets (which
is almost always the case), then you will have to use power boards. But this need not be totally negative, as
this will mean you can easily ensure that equipment is protected through uninterruptible power supplies (UPS),
surge protectors, line filters and other conditioning equipment.
It’s an extremely bad practice to have cabling (of all sorts) running around a room, across floors, under chairs
etc., rather than having it encased in a protective covering. This practice is advocating damage to equipment,
communications, as well as Occupational Health and Safety issues. The cost of having wiring professionally

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installed is easily justified in terms of possible damage to equipment and downtime through poor network
communications.

Storing equipment
You will find that manufacturers will almost invariably require that equipment should be stored in the same
packaging in which it was delivered. While this is valid, in principle, often it can be impractical. Empty
packaging can consume significant storage space, which may seem not justifiable on a cost basis. However, if
you do not have on-site support then to return equipment to the supplier, you will need enough to cover the
basics. For example, if you have five printers from one manufacturer, you may choose to keep the packaging
of one printer.
Just like locating equipment, when storing equipment you must consider the factors of temperature, humidity,
dust etc. Although if equipment is not in use then such factors as temperature are less of an issue than if the
equipment were in service ie in current use.
If unused or stored equipment is packaged similar to its original state, this will usually suffice. Any partially
used consumables like ink or toner cartridges should not be stored, but disposed in the manner prescribed by
the manufacturer. While this may seem wasteful, after a short time it is unlikely that the consumables will be in
a useable state.

1.2. Determine any requirements as specified by the hardware manufacturer

If the manufacturer produces substances that may be deemed hazardous, then additional obligations apply.
There are documents known as Material Safety Data Sheets or MSDS. A MSDS should be prepared by the
manufacturer and include information on the recommended use of a substance, its physical and chemical
properties, relevant health hazard information and information concerning the precautions to be followed in
relation to the safe use and handling of the substance.
In a more general context, with virtually all equipment produced, the manufacturer is required to provide
relevant safety information. This information is often provided as part of the user instruction/manual for safe
operation. The following is a typical set of Safety Instructions for a combined Printer/Scanner/Copier.

Example: Safety instructions

Read all of the instructions on this section when setting up and using the product.

When choosing a place for the product

 Avoid places subject to rapid changes in temperature and humidity. Also, keep the product away from
direct sunlight strong light and heat sources.
 Avoid places subject to dust, shocks and vibrations
 Leave enough room around the product to allow for sufficient ventilation.
 Place the product near a wall outlet where the plug can be easily unplugged.
Place the product on a flat, stable surface that extends beyond this product base in all directions. If you place
the product near the wall, leave more than 10cm between the back of the product and the wall. The product will
not operate properly if it is tilted at an angle.

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When storing or transporting the product, do not tilt it, stand it on its side, or turn it upside down; otherwise, ink
my leak from the cartridge.
Leave more than 22cm between the base of the product and the edge of the surface on which it is placed;
otherwise, the product may fall if tipped forward possibly causing injury.

When choosing a power source

 Use only the type of power source indicated on the label on the back of the product.
 Be sure your AC power cord meets the relevant local safety standards.
 Do not use a damaged or frayed power cord.
If you use an extension cord with the product, make sure that the total ampere rating of the devices plugged
into the extension cord does not exceed the cord’s ampere rating. Also, make sure that the total ampere rating
of all devices plugged into the wall outlet does not exceed the wall outlet’s ampere rating.

When handling ink cartridges

 Do not open the ink cartridge packages until just before you install them.
 Do not shake used ink cartridges; this can cause leakage.
 Keep ink cartridges out of the reach of children. Do not allow children to drink from or otherwise handle the
cartridges.
 Be careful when you handle used ink cartridges as there may be some ink remaining around the ink supply
port. If ink gets on your skin, wash the area thoroughly with soap and water. If ink gets into your eyes, flush
them immediately with water. If discomfort or vision problems remain after a thorough flushing, see a
doctor immediately.
 Do not touch the circuitry that is located on the back of the cartridge.
 Do not remove or tear the label on the cartridge; this can cause leakage.
 Store each ink cartridge so that the bottom of its packaging faces down.

When using the product

 Do not put your hand inside the product or touch the ink cartridges during printing.
 Do not block or cover the openings on the product.
 Do not attempt to service the product yourself.
 Unplug the product and refer servicing to qualified service personnel under the following conditions:
o The power cord or plug is damaged.
o Liquid has entered the product.
o The product has been dropped or the cover damaged.
o The product does not operate normally or exhibits a distinct change in performance.
 Do not insert objects into the slots on the product.
 Take care not to spill liquid on the product.
 Leave the ink cartridges installed. Removing the cartridges can dehydrated the print head and may prevent
the product from printing.

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If the product has a LCD panel

 Use only a dry, soft cloth to clean the display. Do not use liquid or chemical cleansers.
 If the display on the product is damaged, contact your dealer.
 If the liquid crystal solution contained in the LCD panel leaks out and gets on your hands, wash them
thoroughly with soap and water, if the liquid crystal solution gets into your eyes, flush them immediately
with water, if discomfort or vision problems remain after a though flushing, see a doctor immediately.
Before installing software we often need to know if a computer meets that software's minimum hardware
requirements, like the type of processor, the amount of physical memory, the screen resolution or (not
really a hardware issue pursing) available hard disk space.

I. Processor

The processor number is one of several factors, along with processor brand, specific system configurations
and system-level benchmarks, to be considered when choosing the right processor for your computing needs.
A higher number within a processor class or family generally indicates more features, but it may be more of
one and less of another. Once you decide on a specific processor brand and type, compare processor
numbers to verify the processor includes the features you are looking for.
Intel’s processor number system is used with the following brands:
For Example

Requirement Type Requirement

For one index server per TREX instance:
 At least 2 CPUs
CPU  Recommended: 4 CPUs
With two index servers per TREX instance: At least 4 CPUs.
The supported processors are listed in the TREX installation guide.

II. Physical Memory

Memory is the main component of a computer system. It stores instructions and data in binary form that is
used by the central processing unit.
For Example 1

Requirement Type Requirement

RAM At least 2 GB per CPU

For Example 2
How Much RAM do you need?

The amount of RAM actually sitting on memory modules in your computer is your computer’s physical
memory. The memory that your operating system uses is referred to as kernel memory. To determine how
much RAM your computer needs, look at the memory requirements for each program and add them up.

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• You need RAM for the operating system, application software, and data. If your system responds slowly or
accesses the hard drive constantly, then you need to add more RAM
Table: Sample RAM requirements:

Application Minimum RAM

Required

Windows 7 1000 MB

Microsoft Office Professional 2007 256 MB

Internet Explorer 8 128 MB

iTunes 256 MB

Adobe Photoshop Elements 512 MB

Total RAM required to run all programs

simultaneously 2,152 MB or 2.15 GB

III. Disk Space

Hard-disk requirements vary, depending on the size of software installation, temporary files created and
maintained while installing or running the software, and possible use of swap space (if RAM is insufficient).

A minimum base installation requires at least 15MB of disk space but you should assume that your actual disk
space needs will be much larger.

For example, if you install many contributed modules and contributed themes, the actual disk space for your
installation could easily be (and likely will be) larger than 60 MB (exclusive of database content, media,
backups and other files which should be considered too when planning for your site).

IV. Network Connections

Network Connections provides connectivity between your computer and the Internet, a network, or another
computer. With Network Connections, you can configure settings to reach local or remote network resources or
functions.

1.3. Determine Safe Work Practice

Training

All staff members undertaking tasks that may be hazardous should be given, or have, the appropriate
experience and/or qualifications. Organisations should have recruitment procedures that should ensure that
persons chosen to undertake tasks have the necessary competencies. All employees should receive training
where appropriate to ensure they possess the required skills and experience to carry out their tasks safely.

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Training should include the knowledge of the Safe Work Procedures (SWP). Safe Work Procedures are
written guidelines for all work activities that have been identified as posing some form of risk. It may include:

 Lifting and carrying

 Handling hazardous substances
 Working in confined spaces
 Use of particular equipment, eg drill, measuring device, cutting tool or even a computer.
If a serious accident or injury occurs, and the matter is taken to court, it would be wise if the employer were
able to prove that the appropriate training had taken place. So upon completion of training (or an evaluation of
competencies) the employee should sign a form acknowledging that they are aware of the particular safe
working procedure. This can also form a safeguard for the employee, ensuring that management are fulfilling
their responsibilities.

Risk assessment
One of the easiest ways to achieve safe working practices is to be prepared in advance. Being prepared
means to: gain knowledge of the things that can go wrong and how to correct them. In other words there must
be some form of risk assessment undertaken. The simplest and most practical form of implementing safe
practices is to create checklists which cover the areas that need particular attention. By using a checklist you
will avoid oversight and possible legal difficulties in the event of serious injury to a person, or damage to
expensive equipment.
The more questions, and the more specific the question, the more likely that all risks will be identified. If a risk
is not identified, then it stands to reason that preventative measures will not be taken to minimise injury.
Carefully consider and compare the two checklists below for detail, clarity and ease of use.

Manual handling checklist

Yes No Comment
All manual hazards in the workplace have been documented.

Control measures have been implemented to eliminate the risks

associated with manual handling or steps taken to minimise risks.
Adequate information, instruction, training and supervision are
provided to ensure that risks from manual handling are minimised.

Control measures have focussed on job or task redesign, so that

work may be carried out without the risk or to reduce the risk of
manual handling.

Mechanical or other manual handling aids (trolleys, ramps etc) have

been provided where these can reduce the risk of manual handling.

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A system is in place to:

 Monitor & review control measures
 Encourage employees to report activities that could present
the risk of injury.

A system is in place to ensure that all accidents, incidents and near

misses, injuries and ill health involving manual handling are
reported, investigated and recorded, and appropriate corrective
measures are implemented.

Office/workstation environment safety checklist

Department: _________________________ Area: ____________________
Inspected by: ________________________ Signature: ________________
Date: _______________
Risk assessment checklist to implement safe work practice
1. LAYOUT Yes No 5. WORKSTATION ERGONOMIC Yes No
1.1. Area is tidy and well kept 5.1 Workstation assessed using the
1.2. Adequate storage area Keyboard
1.3. Floor is free of obstacles Workstation Assessment Checklist
1.4. Floor coverings in good condition
2. ENVIRONMENT Yes No 6. GENERAL FACILITIES Yes No
2.1. Temperature is comfortable 6.1. Washing facilities are adequate
2.2. Lighting is adequate 6.2. Lockers available for employees
2.3. Area is free from odours 6.3. Cleaning of area is adequate
2.4. Sound level is acceptable
2.5. Ventilation is adequate
3. EMERGENCY PROCEDURES Yes No 7. MANUAL HANDLING Yes No

3.1. Written procedures posted and 7.1 Operations are assessed using the
regularly Manual Handling Checklist
updated 7.2 Often used items are within easy
3.2. Staff are aware of procedures and access,
know between knee and shoulder
emergency personnel 7.3 Heavy items stored at waist height
3.3. Staff are inducted and records kept 7.4 Step –ladders or -stools are used to
3.4. Extinguisher of appropriate type is access items stored on high shelves
close
7.5 Repetitive operations minimised
by; i.e. within 20 M
7.6 Regular rest breaks are taken
3.5. Extinguisher is checked 6 monthly
7.7 Trolleys are available and used to
3.6. Extinguisher is mounted within 1.2 M
Transport items
of
7.8 Book trolleys are labelled to prevent
the floor
use of
3.7. Alarm can be heard in the area
lower shelf
3.8. Emergency and hazard signage is

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clearly visible
3.9. Are emergency phone numbers
displayed on telephones
4. FIRST AID FACILITIES Yes No 8. ENVIRONMENTAL ISSUES Yes No
4.1 Location of kits is known to staff 8.1 Use of energy sources minimised,
4.2 Kits accessible within 5 minutes Electricity, Gas and Water
4.3 Kits are checked regularly 8.2 Bins provided for paper recycling
4.4 Qualified first aiders available 8.3 Electronic mail used when possible
4.5 Staff know first aid personnel 8.4 Toner Cartridges re-cycled
8.5 Double sided photocopying and
Printing
used
8.6 Glass and other materials are being
recycled where possible
9. ELECTRICAL SAFETY Yes No

9.1 Equipment is in good condition

9.2 Extension leads are used only for Temporary power supply
9.3 Power boards used, not adaptors
9.4 Power leads kept clear of floor
10. OTHER COMMENTS:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
____________________________________________________________________
11. RECOMMENDATIONS:
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
__________________________________________________________________________-

Signature of person responsible:_______________

Date of next review: _________________________

While the development and use of training and risk assessment is time consuming and expensive, the costs are
truly negligible compared to the pain and suffering experienced through serious injury, as well as the expense of
legal action that may also follow. So there is truth in the saying ‘It’s better to be safe than sorry’...

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