STU 302:Computer organization and
architecture.
MEMBERS.
• EMMANUEL MULWA 24/07289
• JANET WAYUA 24/05310
• EVANS SAROPA 24/08402
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• Preventive Maint enance for a Key board
• Regular maintenance helps keep a keyboard in good working condition, preventing sticky keys, unresponsiveness, and buildup of dust or debris.
• 1. Daily/Regular Cleaning
• Shake Out Debris: Gently turn the keyboard upside down and shake out loose dirt and crumbs.
• Use Compressed Air: Spray bet ween the keys to remove dust and debris.
• Wipe Down the Surface: Use a microfiber cloth with isopropyl alcohol (70% or higher) to clean the keycaps and body.
• 2. Weekly Maintenance
• Deep Cleaning Between Keys:
– Use a soft brush or cotton swab dipped in alcohol to clean between t he keys.
– A vacuum with a small brush att achment can also help remove dust.
• Check for Sticky Keys:
– Press each key to ensure they respond properly.
– If a key st icks, clean around it thoroughly.
– 3. Monthly Deep Cleaning
• Remove Keycaps (For Mechanical Keyboards):
– Use a keycap puller to remove the keys.
– Soak keycaps in warm, soapy water for 15-30 minutes, then dry t hem completely before reattaching.
• Clean Under the Keys:
– Use a small brush, compressed air, or a damp cloth to remove dust from the base of the keyboard.
• Inspect for Damage:
– Check for worn-out keys or loose connections.
– 4. Additional Tips
• Avoid Eating and Drinking Near the Keyboard to prevent spills and debris buildup.
• Use a Keyboard Cover to prot ect against dust and spills.
• Keep Hands Clean before using the keyboard to reduce oil and dirt transfer.
• Would you like a checklist or a maintenance schedule template?
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PREV E NTIV E
M AI NTE NA NCE
• Prev en tiv e me as u res in inf or ma tion s y st em ref er s t o
p ro act ive m ea s ures t ake n t o en s ure th at ha rdw a re, s of tw a re
a nd n et w orks rem ain f u nct iona l, re lia ble an d ef f icien t.
Type s of pr e ve n ti ve m ai nt e nan ce
1 .Ha rdw ar e ma i nte n ance
-Reg u lar cle an in g o f com pu te r a nd s er ve rs to p rev e nt
ov e rhe at ing a nd d us t a ccu mu lat ion .
- C h e c k i n g a n d r e p l a c i n g w o r n o u t c a b l e s i n c o m p u t e r l a b s a n d w i - f i
r o u t e r s .
Te s t i n g p o w e r b a c k u p s y s t e m s ( u p s , g e n e r a t o r s ) t o a v o i d d a t a l o s s
d u r i n g p o w e r o u t a g e s .
E x a m p l e .
A u n i v e r s i t y s c h e d u l e s m o n t h l y i n s p e c t i o n s o f c o m p u t e r l a b s
c h e c k i n g f o r f a u l t y m o n i t o r s , k e y b o a r d s a n d h a r d d r i v e s t o p r e v e n t
b r e a k d o w n s .
2.S oftware m ainte nanc e .
• Up da ti ng ope ratin g sys tem s and a pp lic ation s to fi x b ugs
an d im pr ove sec ur ity.
• R em ovin g ou tdated or u nus ed s oftwa re to fre e up s torag e
s pac e.
• R egu lar a ntivi ru s and a nti-m al ware sc an s to pre vent cy ber
thr eats.
• Ch ec king an d up dati ng lear ni ng m ana gem en t sy stem s for
s mooth op erati ons.
• Ex ampl e
• A sc h ool r egu lar ly up da te s i ts on lin e l ear nin g p orta l to fi x
g litc hes a nd enh an ce stud en t exp eri enc e.
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3. Networking maintance.
• Monitoring internet speed and connectivity to ensure smooth connectivity.
• Updating router firmware for better security and performance.
• Checking firewall settings to protect against unauthorized acces.
• Replacing damaged network cables and wi-fi access points.
Example
• A college it department conducts quarterly network performance checks to avoid
slowdowns
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4. Data and security maintenace.
• Regular data backups of student records and research materials.
• Implementing strong password policies for faculty and student accounts.
• Conducting cyber security training to prevent phishing and hacking attempts.
• Updating access control systems to protect sensitive data.
Example.
Regularly backing up critical student data to offsite services to prevent data loss incase of
hardware failure.
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Benefits of preventive maintenance.
• Minimises downtime- prevent sudden failures during lectures.
• Enhances cybersecurity- protects student and faculty data from cyber threats.
• Reduces repair costs- fixing small issues early prevents expensive replacements.
• Improves performance- ensures smooth operation of online learning platforms.
• Extends equipment lifespan – reduces wear and tear.
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Challenges of preventive maintainance.
1. High cost of implentation -
regular maintenance requires funding for software updates hardware replacement
and it stuff. -Upgrading infrastructure eg
(new servers, backup systems) can be expensive.
2. Downtime during maintenance -
regular maintenance can lead to temporary system shutdowns disrupting learning
and administrative tasks.
3. Resistance to change.
- Staff and students may be reluctant to adopt new software updates or security
measures -some users may ignore
maintenance guidelines such as updating passwords or reporting it issues.
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4. Keeping up with rapid technological changes.
-Information systems evolve quickly requiring constant updates and hardware upgrades.
-Legacy systems in schools and colleges may not be compatible with newer
technologies.
5.Data security and privacy concerns.
-Regular maintenance involves data backups and security updates which require careful
handling.
Poorly managed backups can lead to data loss or breaches.
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Here are some best practices for hard drive maintenance:
1. Regularly clean up unnecessary files
• Delete old or unused files, duplicate data, and temporary files.
• Use built-in tools like disk cleanup (windows) or storage management (mac).
2. Defragment (for hdds, not ssds)
• If using a traditional hdd (hard disk drive), defragment it periodically to optimize file storage.
• Use windows defragment and optimize drives or third-party tools.
• Note: ssds (solid state drives) do not need defragmentation—instead, they use trim for optimization.
3. Monitor hard drive health
• Use smart (self-monitoring, analysis, and reporting technology) tools to check for bad sectors and drive health.
• Recommended tools:
– Crystaldiskinfo (windows)
– Smartmontools (linux)
– Disk utility (mac)
4. Keep the hard drive cool and well-ventilated
• Overheating can shorten a drive's lifespan.
• Use a cooling pad for laptops or install additional cooling fans for desktops.
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5 Avoid physical damage and movement
• Do not move a running HDD, as the spinning disk can get damaged.
• Use external enclosures for protection when transporting external drives.
6. Protect against power surges
• Use an uninterruptible power supply (UPS) or surge protector to prevent sudden
power loss.
• Sudden shutdowns can corrupt data or damage drive sectors.
7. Run antivirus and security scans
• Malware can cause data corruption or excessive read/write operations, shortening
drive life.
• Keep antivirus software updated and run regular scans.
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8. Backup important data regularly
• Use external hard drives, cloud storage, or backup software to prevent data loss.
• Recommended backup tools:
– Windows backup & restore
– Mac time machine
– Acronis true image, easeus todo backup, or google drive
9. Avoid overloading the drive
– Keep at least 15-20% of free space for optimal performance.
– Overfilled drives slow down read/write speeds and affect performance.
10. Securely eject external drives
– Always use the "safely remove hardware" option before unplugging external hard drives.
– This prevents data corruption and ensures all write operations are completed.
By following these maintenance tips, you can extend your hard drive’s lifespan, improve performance, and
protect your data.
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• Key Aspects of Preventive Maintenance for Computer Software:
1 Regular Software Updates
• Keep the operating system and applications updated.
Install security patches and bug fixes.
Enable automatic updates where possible.
• 2 Security Measures
• Use antivirus and anti-malware software.
Regularly scan for viruses, spyware, and ransomware.
Keep firewalls enabled and update security settings.
• 3 Disk Cleanup & Optimization
• Delete temporary files, cache, and unused software.
Use disk cleanup tools to free up space.
Defragment the hard drive (if using HDD, not SSD).
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• 4 Backup Important Data
• Regularly backup files to external drives or cloud storage.
Use automated backup tools to schedule backups.
Keep multiple copies of important files in different locations.
• 5 Check & Manage Software Licenses
• Ensure all software is legally licensed and up to date.
Uninstall expired or unnecessary software.
• 6 Optimize System Performance
• Disable unnecessary startup programs.
Manage system resources using Task Manager.
Regularly restart your computer to refresh memory and processes.
• 7 Monitor & Fix Errors
• Check event logs for software issues.
Use troubleshooting tools for common problems.
Reinstall or repair software if needed.
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• Preventive maintenance of a printer.
• 1. Regular Cleaning
• Exterior Cleaning:
Use a soft, lint-free cloth to wipe dust and dirt.
Avoid harsh chemicals; use mild cleaning solutions.
• Interior Cleaning:
Remove paper dust, toner, and debris using a vacuum or blower.
Clean rollers with a damp, lint-free cloth to prevent paper jams.
Use a soft brush or compressed air for ink and toner residue.
• Print Heads (Inkjet Printers):
Use the printer’s built-in print head cleaning function.
If clogged, manually clean the print head with distilled water.
• 2. Use High-Quality Supplies
• Use recommended ink/toner cartridges to avoid clogging and poor print quality.
Use high-quality paper to prevent dust buildup and paper jams.
• 3. Check and Replace Worn Parts
• Replace the following when necessary:
Printer rollers (if paper slips or jams often).
Ink cartridges/toner (if prints are faded or streaky).
Fuser unit (in laser printers, if prints smudge).
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• 4. Update Drivers & Firmware
• Regularly update printer drivers and firmware to improve performance and security.
Check the manufacturer’s website for updates.
• 5. Keep the Printer in a Suitable Environment
• Store in a clean, dry place to avoid dust and moisture.
Avoid direct sunlight and extreme temperatures.
Keep the printer covered when not in use.
• 6. Perform Test Prints & Calibration
• Print a test page regularly to check for quality issues.
Align and calibrate the printer to avoid misalignment in prints.
• 7. Proper Power Management
• Turn off the printer when not in use to prevent overheating.
Use a surge protector to protect from power fluctuations.
•
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• Preventive Maintenance of a Motherboard
• 1. Keep the Motherboard Clean
• Dust Removal:
Use compressed air to remove dust buildup from the motherboard.
Clean between PCIe slots, RAM slots, and connectors.
Avoid using a vacuum cleaner, as it can create static electricity.
• Check for Corrosion or Burn Marks:
Inspect for rust, burnt spots, or discolored capacitors.
If any component looks damaged, replace it before it fails.
• 2. Ensure Proper Ventilation & Cooling
• Keep cooling fans and heat sinks clean to prevent overheating.
Apply fresh thermal paste to the CPU every 1-2 years.
Ensure good airflow inside the case by managing cables properly.
• 3. Check and Secure Connections
• Tighten loose connections for RAM, GPU, and power cables.
Ensure expansion cards (graphics card, sound card, etc.) are properly seated.
Inspect USB, SATA, and power connectors for dust and damage.
• 4. Protect Against Electrical Damage
• Use a surge protector or UPS (Uninterruptible Power Supply).
Ensure the power supply unit (PSU) is functioning properly.
Avoid overloading the motherboard with too many high-power components.
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• 5. Update BIOS & Drivers
• Check for BIOS updates from the manufacturer’s website.
Update chipset drivers for better stability and performance.
Do not force a BIOS update unless necessary (risk of bricking the motherboard).
• 6. Avoid Physical Damage
• Handle the motherboard with care, avoiding excessive pressure on connectors.
Use an anti-static wrist strap when working inside the case.
Avoid placing the motherboard on a metal surface to prevent short circuits.
• 7. Monitor System Health
• Use software like HWMonitor, CPU-Z, or Speccy to check:
• CPU & GPU temperatures
• Voltage stability
• Fan speeds
Check the CMOS battery every few years and replace it if needed.
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• 8. Proper Storage and Environment
• Keep the PC in a cool, dry place to avoid humidity-related damage.
Do not expose the system to direct sunlight or extreme temperatures.
If storing a spare motherboard, keep it in an anti-static bag.
• 9. Perform Regular System Tests
• Run Windows diagnostics or third-party tools to check motherboard health.
If the system crashes frequently, investigate for hardware or driver issues.
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• Preventive maintenance of the central processing unit (CPU).
• 1. Keep the CPU Cool and Clean
• Clean the CPU Fan & Heat Sink:
• Use compressed air to remove dust from the heat sink and fan.
• Clean the air vents for better airflow.
• Check for Overheating:
• Use HWMonitor, Core Temp, or Speccy to monitor CPU temperatures.
• Ideal temperatures: 35-70°C (idle to load), above 85°C is critical.
• Apply Fresh Thermal Paste:
• Replace the thermal paste every 1-2 years for efficient heat transfer.
• Use high-quality thermal paste (e.g., Arctic MX-4, Noctua NT-H1).
• Ensure Proper Airflow in the Case:
• Arrange cables properly to avoid airflow blockage.
• Install additional case fans if needed.
• 2. Perform Regular System Tests
• Run Windows Memory Diagnostic or Prime95 to check CPU stability.
Benchmark the CPU using Cinebench, Geekbench, or CPU-Z for performance evaluation.
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• 3. Power Supply & Protection
• Use a surge protector or UPS (Uninterruptible Power Supply) to prevent voltage fluctuations.
Ensure proper PSU wattage for the system’s components.
Check power cables and connections for loose or damaged wires.
• 4. Monitor CPU Performance & Load
• Check for High CPU Usage:
• Open Task Manager (Ctrl + Shift + Esc) to see if unnecessary processes are overloading the CPU.
• Disable startup programs to reduce CPU load.
• Update Drivers & BIOS:
• Keep chipset and CPU drivers up to date.
• Update BIOS/UEFI firmware only if necessary.
• Scan for Malware & Viruses:
• Run regular scans using Windows Defender, Malwarebytes, or Avast to prevent CPU slowdowns due to malware.
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• 5. Avoid Physical Damage
• Handle with care when installing/removing the CPU.
Use an anti-static wrist strap to prevent electrostatic discharge (ESD).
Do not bend or touch the CPU pins (for AMD processors).
• 6. Optimize Software & Workloads
• Close unnecessary background applications to reduce CPU load.
Adjust power settings (Windows: Control Panel > Power Options) for performance balance.
If overclocking, monitor temperatures and stability using stress tests (e.g., Prime95, AIDA64).
• 7. Environmental Considerations
• Keep the PC in a cool, dry place to prevent overheating.
Avoid exposing the system to direct sunlight or dust-prone areas.
•
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• Preventive maintenance of a monitor.
• 1. Keep the Monitor Clean
• Use a Microfiber Cloth:
• Wipe the screen gently with a dry microfiber cloth to remove dust and fingerprints.
• Avoid using paper towels or rough cloths to prevent scratches.
• Use Screen Cleaner or Distilled Water:
• Dampen the microfiber cloth with a 50/50 mix of distilled water and isopropyl alcohol or a screen-safe cleaner.
• Avoid spraying directly on the screen—apply to the cloth first.
• Clean the Bezels & Vents:
• Use a soft brush or compressed air to remove dust from edges, buttons, and ventilation holes.
• 2. Protect Against Physical Damage
• Avoid Pressing on the Screen:
• Do not touch the screen with fingers or sharp objects.
• If using a touchscreen, clean it gently.
• Use a Monitor Cover:
• If the monitor is unused for long periods, cover it to prevent dust buildup.
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• Update Graphics Drivers:
• Keep GPU and monitor drivers up to date for best performance.
• Check for Firmware Updates:
• Some high-end monitors have firmware updates for better color calibration and features.
• Calibrate Colors Regularly:
• Use built-in or external calibration tools for accurate color reproduction (important for designers).
• 3. Environmental Considerations
• Keep Away from Direct Sunlight:
• Prolonged exposure can damage the screen and fade colors.
• Maintain a Dust-Free Environment:
• Use an air purifier if dust accumulation is high.
• Avoid High Humidity:
• Moisture can cause internal condensation or electrical issues.
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• 4. Monitor Health Check
• Check for Dead Pixels:
• Use online tools like Dead Pixel Test to identify stuck or dead pixels.
• Test for Screen Flickering or Burn-in:
• If flickering occurs, check refresh rates and cables.
• Reduce static images on OLED screens to prevent burn-in.
• Perform a Regular Display Check:
• Run built-in diagnostics (if available) or adjust settings in the OS or GPU software.
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• Preventive maintenance of a keyboard.
• 1. Keep the Keyboard Clean
• Turn Off & Disconnect the Keyboard
• For wired keyboards, unplug them from the computer.
• For wireless keyboards, turn them off before cleaning.
• Shake Out Loose Debris
• Hold the keyboard upside down and gently shake it to remove crumbs, dust, or debris.
• Use Compressed Air
• Spray compressed air at an angle to remove dust from between the keys.
• Use a soft brush if needed.
• Clean the Keycaps & Surface
• Wipe the keys and body with a microfiber cloth dampened with isopropyl alcohol (70% or higher).
• Avoid excessive liquid to prevent internal damage.
• Deep Clean Keycaps (Mechanical Keyboards)
• If possible, remove keycaps and clean them with soapy water.
• Let them dry completely before reattaching.
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• 2. Protect Against Damage
• Avoid Eating & Drinking Near the Keyboard
• Prevent spills and crumbs that can cause sticky or stuck keys.
• Use a Keyboard Cover
• A silicone keyboard cover can protect against dust and spills.
• Store Properly When Not in Use
• If not using for a long time, store in a dust-free area or use a cover.
• Avoid Excessive Force When Typing
• Typing too hard can wear out key switches faster.
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• 3. Regular Functionality Checks
• Test All Keys & Shortcuts Regularly
• Use online tools like KeyboardTester.com to check key responsiveness.
• Inspect for Physical Damage
• Look for loose keys, cracks, or worn-out labels.
• Fix Stuck Keys Promptly
• If a key is sticking, remove and clean it before it gets worse.
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