CMP 104 – COMPUTER SYSTEM DESIGN

(3 UNITS)
Module 3
PC CARE & MAINTENANCE
Computer care and maintenance is often overlooked by the average user. Yet, taking
a few precautions as you work, and learning to use the computer and its file system
properly, can save you trouble in the long run. Time taken, once or twice a month, to
perform a few simple clean up procedures and use a couple of maintenance utilities,
can make a big difference in how your computer performs. You can reduce the
number of freeze-ups, the number of fatal errors and the number of reboots your
computer has. You can also reduce the amount of downtime your system experiences
as a result of having to cope with these problems, as well as reducing your stress level.
Not only that, but with a little preventive maintenance and proper computer care, you
can increase the overall speed and efficiency of your computer.

What is Computer Maintenance?

Computer maintenance involves keeping a computer in a good state of repair and
physical health. Meaning, it is a set of maintenance tasks and procedures that help to
keep the computer software and hardware updated and operational.

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.

A list of suggested computer hardware maintenance steps that can be performed to

significantly decrease the amount of time spent working on computer hardware issues
is presented here.

 Daily/Weekly Tasks
1. Make a backup of all important information pertaining to software and any
other personal documents that are necessary for the office to continue working.
We also suggest backups which must be verified that they are working
correctly on a regular basis.
2. It is important to get the “refresh” for computer hardware that only a complete
shutdown can provide. We suggest all computer hardware be power cycled
and left off for at least 1-minute weekly. Ideally, the hardware should be
powered down overnight or anytime the office is not scheduled to be working.

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 3. Create an Office Survival Kit. This is a centralized location for important
documents such as Operating System and Terminal Services licensing
information, installation and device driver CDs, so any reinstallation can be
done in a timely manner.
4. Survey the office for hardware that has been moved. Verify that computers
have not been pushed up against a wall causing improper air flow through the
ventilation system of the hardware.
5. Viruses, malware and spyware are all issues that need to be kept in
consideration. We recommend that updates to anti-virus software should be
checked often and that a malware and spyware scan be run.

 Bi-Monthly Tasks
1. It is highly recommended that you blow out the air vents on each computer
case using a can of compressed air. This will allow the machine to cool itself
properly, reducing the risk of overheating and shutting down causing lost data
or excessive fan noise.
2. Microsoft Operating Systems comes with tools to help manage hardware.
These tools are Disk Defragmenter and Disk Clean up. Running these tools on
each machine two times per month can greatly help performance issues. The
tools can be found under Start | All Programs | Accessories | System Tools.
3. Printer maintenance kits should be available for about every model of printer
manufactured. Please refer to the printer manufacturer’s website for suggested
maintenance steps.

 Quarterly Tasks
1. It is recommended to open up the computer case and blow the machine out
completely with compressed air. Remember that anytime a case is opened up,
the computer should be turned off and unplugged from the power outlet.
Before touching any internal components please make sure to ground yourself
by touching a metal section of the case.
2. Microsoft offers another great tool to make sure the hard drive is working
correctly. It is called Chkdsk. It is recommended that this be run on all machines
to verify, recover and repair bad sections on the hard drive. This can be run by
going to Start | Run, type in cmd and press Enter. At the DOS prompt type in
Chkdsk X: /F (substituting X for the drive letter that you want to check) always
choose Yes to convert lost chains to files.
3. NOTE: No other documents or programs can be running from the hard drive
that you are attempting to check.
4. It is also recommended to survey startup items quarterly to reduce the need for
unwanted programs starting at the time the computer boots up. This can be
accessed by going to Start | Run and typing MSCONFIG and choosing OK.
From the System Configuration Utility you should go to the Startup tab to
review the items that start up when your computer starts. If anything looks
suspicious, a Google search can be performed on that startup item.

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Maintenance Plan
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.

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.

Types of Computer Maintenance

When it comes to how to maintain a computer, you should consider this case: both
hardware and software of your PC should be maintained since they are important and
will have a decisive impact on the operation of the system. So, computer maintenance
is related to them.

There are four types of PC maintenance; Predictive, Preventive, Corrective and

1. Predictive Maintenance
This refers to using a diagnostic tool to anticipate possible failures and avoid some
possible issues. And one common way is monitoring your computer system and
checking whether it works properly. This tool can control and inform you of battery
levels, the temperature of the CPU, and other features.

2. Preventive Maintenance
This type is common and it is carried out to prevent possible failures, improve the
function of a system and prolong the life of various computer components. Preventive

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maintenance is useful since it can detect weak points in the system, decrease the
system downtime and reduce the number of repairs.

Preventive maintenance is defined as the proactive maintenance of equipment before

a fault or failure occurs. Preventive maintenance involves routine tasks to ensure that
your system is running optimally and to avoid problems before they arise.

Preventive software maintenance usually includes scanning and cleaning through

antivirus, the creation of backups freeing-up of your disk space and RAM. The
preventive hardware maintenance should refer to the periodic cleaning of equipment
and its components.

Developing a preventive maintenance program is important to everyone who uses or

manages PCs.

Types of Preventive Maintenance

The two types of preventive maintenance procedures are passive and active.

A. Passive preventive maintenance

Passive preventive maintenance includes steps you can take to protect a system from
the environment, such as using power-protection devices; ensuring a clean,
temperature-controlled environment; and preventing excessive vibration. In other
words, passive preventive maintenance means treating your system well.

Passive preventive maintenance involves taking care of the system by providing the
best possible environment—both physical and electrical—for the system. Physical
concerns include conditions such as ambient temperature, thermal stress from power
cycling, dust and smoke contamination, and disturbances such as shock and vibration.
Electrical concerns include items such as static electricity, power-line noise (when the
system is plugged into a wall outlet or other external power source), and radio-
frequency interference. Each of these environmental concerns is discussed in the
following subsections.

General System Care and Handling

PC computers are expensive machines built with significantly tighter tolerances than
their desktop counterparts. Although most PCs are designed to function reliably in
normal environments, it helps to use some common sense when transporting,
operating, or otherwise handling a system. If you treat the system as if it were a very
expensive piece of precision electronic machinery (which it truly is!), you will greatly
minimize the chances of problems occurring.

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Instead of telling you what you should do to take care of your system, it is perhaps
easier to tell you what you shouldn't do. Here is a list of bad things you should not do
to your PC computer:

 Drop, bump, or physically punish the system, especially while it is running.

 Drop the system. Even if it is in a carrying case, many cases are not padded well
enough for rough treatment.
 Place heavy cases or other objects on top of a PC (such as in the overhead
compartment on a plane), even if it is in a carrying case.
 Store the system where the temperature is below 41°F (5°C) or above 95°F (35°
C).
 Operate the computer on a blanket or other soft surface where material might
bunch up and cover the cooling vents on the sides or back, which will cause the
system to overheat.
 Operate the computer while it is still half-inside a carrying case, which will
block the cooling vents and cause overheating.
 Place the system closer than about 5 inches (13cm) from any electrical device
that generates a strong magnetic field, such as electric motors, TVs,
refrigerators, and large audio speakers.
 Operate two-way radio transmitters in close proximity to the system, which
can induce currents and voltages causing lockups or failures.
 Spill liquids on the system, which may contaminate the internal components
and/or cause a short circuit.
 Place heavy objects on the system with the lid closed, or pack the system in a
tightly compressed suitcase or bag, which may put excessive pressure on the
LCD display.
 Place an object between the display lid and keyboard, which may cause damage
when the lid is closed.
 Pick up or hold the system by the LCD display, which may damage the display
and/or the hinges.
 Scratch, twist, or push on the surface of the LCD display.

B. Active Preventive Maintenance

An active preventive maintenance program includes procedures that promote a

longer, trouble-free life for your PC. This type of preventive maintenance primarily
involves the periodic cleaning of the system and its components. The following
sections describe both passive and active preventive maintenance procedures.

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Active Preventive Maintenance Procedures

How often you should perform active preventive maintenance procedures depends
on the environment in which you operate your system as well as the quality of the
system's components. If your system is in a dirty environment, such as a machine shop
floor or a gas station service area, you might need to clean your system every three
months or less. For normal office environments, cleaning a system every few months
to a year is usually fine. If you frequently use your system outdoors, it may require
more frequent cleanings, depending on the amount of dirt and dust in the
environment.

Other preventive maintenance procedures include making periodic backups of your

data and critical areas, such as boot sectors, file allocation tables (FATs), and directory
structures on the disk. Also, you should defragment your hard disks at least once a
month to maintain disk efficiency and speed, as well as to increase your ability to
recover data should there be a more serious problem.

The following is a sample weekly disk-maintenance checklist:

 Back up any data or important files.

 Delete all temporary files, such as the following:
o *.tmp—Files with a .tmp extension
o ~.*—Files beginning with a tilde (~)
o *.chk—Files with a .chk extension
o Web browser history and temporary Internet files
 Empty the Recycle Bin.
 Check for and install antivirus software updates. If you have a broadband
Internet connection, you might prefer to configure your antivirus software
program to check automatically for updates daily.
 Finally, run a disk-defragmenting program.

The following are some monthly maintenance procedures you should perform:

 Create an operating system startup disk.

 Check for and install any BIOS updates.
 Check for and install any updated drivers for the video, sound, modem, and
other devices.
 Check for and install any operating system updates.
 Clean the system, including the LCD screen, keyboard, and especially the
cooling vents.
 Check that the cooling fans are operating properly. Most PCs have only a
single fan, but some have more than one.

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3. Corrective Maintenance
If the previous two types don’t work and a problem occurred, you should perform
this maintenance. In addition to solving the failure problems, you should find the
cause and prevent it from happening again.

Corrective maintenance, commonly referred to as 'repair,' is the correction of a

problem after the computer has already broken down. The goal of this form of
maintenance is to restore operability to the system by either correcting the problem or
replacing the damaged components. Common corrective measures involve removing
viruses and malware, uninstalling harmful programs, reformatting, and running a
system restore, among others. Many common computer problems are easily fixed and
don't require an IT professional. To perform corrective maintenance, it is important to
first diagnose the problem and figure out the root cause. If you are unsure of the cause
or how to fix your problem, consulting an IT professional would be the best course of
action.

Preventive maintenance involves taking measures to help keep the system

functioning, whereas corrective maintenance involves the replacement or repair of a
system or its components after they have already failed

4. Evolutionary maintenance
The last type is to develop the system of your computer so it can perform more
efficiently. This type concerns both hardware and software, so you can update
Windows and change various parts of the PC for better performance.

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