Like
most things in life, PC's too, need maintenance. I would like to share
with you some of the tools and techniques that we use to provide general
maintenance on most Microsoft Windows ® systems - workstations in
this case. This list is far from a complete overhaul and only touches
on a few areas, but should give you some idea how to carry out regular
maintenance on your workstation. It is one of our beliefs to empower our
clients with skills to help themselves and be able maintain their own
systems - at least on a basic level. The rationale behind this is that
computers are (in principle) just like any other household or office machine,
and that computers should be for the most part no different and should
not always require specialist care.
Please note
that I am not trying to simplify sometimes complex problems found with
PCs or that these steps guarantee problem resolution, but by carrying
out relevant steps below, you will be able to keep your PC in reasonable
operating
condition, reducing the cost of external/contractor maintenance, prolonging
the life of your computer (both on physical and software levels), and
provide additional protection for your data.
Below I have listed several steps that will allow you to keep on top of
most problems. Tasks are labeled by three (3) recommended levels of difficulty:
Beginner, Intermediate,
and Tricky. Please determine the level of
task with which you are most comfortable before deciding to continue.
If
you are not entirely comfortable with dabbling with the intricacies of
your system, please do not attempt these tasks. We are more than happy
to assist you with these steps. If
you are experiencing problems with your PC that do not appear to be fixed
by any and/or all of the procedures listed below, then we recommend expert
advice.
The
interval entry beside each task is a recommended (only) schedule of how
often you should run that task - based on the 'average' system only.
This of course will differ from machine to machine depending on how it's
used. In an ideal world you could execute these tasks at the recommended
interval, but not everybody has this time, so just do what you can.
Please
note that we recommend that you backup your PC (whole system or just the
data, depending on how you are setup) prior to making any significant
changes to your system. If - by chance - something does go terribly wrong,
then you have that peace of mind that your system can be restored to a
healthy state. It's a RollBack Plan,
and we do this religiously for clients before making any significant changes
to their systems.
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Whilst it is not imperative that the tasks are run in the order listed
below, it is recommended due to the effects each process has on the system
and interaction with prior and subsequent tasks.
Click on a task name above for more information on that task, and any
tips we can give you.
Anti-virus
Update & Scan
One
of the biggest offenders in PC corruption is viruses. I cannot
stress
how much damage that they can do, how much they disrupt your system,
and just how easy it is to become infected - so there is no room
for
complacency here. If you do not have anti-virus protection, I strongly
urge you to install one.
If you already have such software installed, please ensure that
it is completely updated on a regular basis (both the program
itself
and the virus definitions), and that your machine carries
out regular scans on all your hard drives and removable media (e.g.
USB keys, external hard drives, and floppy diskettes). Due to
the many packages available,
I cannot list the step-by-step procedures for each package on how
these updates are to be done, so please either refer to the Help
section
of your software, or contact us for assistance, however, a good
anti-virus package will update itself automatically from the
Internet.
The best programs to use are those that are "memory-resident"
e.g. they sit on your PC and constantly scan files as they pass through
it's memory and hard disk, as opposed to download-once and scan-as-required
which do not provide fulltime protection. Sometimes new viruses and "spyware" can
disable this software allowing itself to propagate.
There
is a great library of virus information found at Network
Associates, and Symantec have a library of Removal
Tools.
There are many packages out there, and each of them perform well
in various ways - I've not found one that covers you 100%, but Computer
Associates Internet Security Suite
is a good one, as are other free ones such as Avast,
AVG, and ClamWin.
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Backup,
backup, backup!
This
might sound boring, but backups are very important. I have seen
so many people lose so much data over the years through failure
to backup. Depending on your system and how much data you consider
valuable will determine what kind of backup method is best for you.
A USB memory key might be sufficient to backup a few important files,
whereas it may be more fitting to backup the whole computer's hard
drive to an external device - such as a USB hard drive. Furthermore,
it's a good idea to have not just one backup, but at least two.
Feel free to ring and get some help choosing the best backup method
for you. |
SpyWare,
AdWare & Browser Hijackers
The
other big player in PC corruption is spyware. Often also referred
to as Adware and Malware, these small programs can be anything from
an annoyance to a major disruption to your computer. Their functions
widely vary - from advertising, to self-propagating, "phishing",
and many more.
They
generally find their way into your system through the installation
of freeware,
shareware, cookies, media players, interactive content, chat programs,
unscrupulous web sites and file/music/video sharing tools. Often,
these components may contain code that allow the developers (or
other hackers of these applications and tools) to actually collect
and disseminate information about your machine.
They can do many, many things - including track your surfing habits,
abuse your Internet connection by sending this data to a third party,
profile your shopping preferences, hijack your browser's start page,
alter important system files, or bring up a random page to a some
unknown search engine - and can do all this without your knowledge
or permission. The security and privacy implications of these exploits
are undesirable and should be removed.
There are also a number of products available to combat these -
some free to download, and some commercial. Whilst I use a variety
of products for elimination of these bugs, an old favourite of mine
is Spybot.
This product has a "resident" component (called TeaTimer)
that will ensure the known bugs never get to install themselves
in the first place. I have written a short manual
on the correct installation and use of Spybot. (You will need Adobe
Acrobat Reader to view it.) Superantispyware
is also a very effective tool.
The Computer Associates product above contains an anti-spyware component.
Lavasoft produce a product called AdAware
that is very effective in removing these files.
The Standard Edition is free, and updates
are easily downloaded from the web when you start the program.
I will not list all products as the list does change, but suffice
to say that it is recommended that you protect your workstation
and it's data from this kind of malicious software.
Browser hijackers are
from the same family of malware, and cause just as much disruption
- but generally harder to remove. There are numerous tools out there,
but one I have found to be useful has been BHO-Demon (BHO is an
acronym for Browser Help Object). The product is no
longer supported, but there are a few copies out there still floating
about.
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Microsoft's
ScanDisk
As
many files are shuffled around your hard disk by the operating system
(and any file maintenance that you may do), there is a lot of information
(tables and file indices (etc) - generally called the FAT (File Allocation
Table)) that the computer has to maintain on that hard disk as to
where to access the files within. If these tables become even slightly
corrupt (which can happen easily under a number of circumstances)
then files can be lost or damaged. ScanDisk is Microsoft's built-in
repair tool. You may have seen this tool run under Windows XP if
the computer shut down unexpectedly - its a blue screen that runs
through 5 check-and-repair processes.
You may know that if your PC doesn't shut down in an 'orderly' manner
that ScanDisk will automatically run upon next bootup to resolve any
corruptions that may have occurred as a result. I believe that it
is worth running this tool manually from time to time sometimes just
to ensure that the tables are in good shape. This process can be also
automated by setting up a ScanDisk job in the Scheduled Tasks section
of Control Panel. |
Removal
of Non-Essential Software
This
can be a tricky exercise unless you are quite familiar with Windows
so, again, only do this if you are confident with this task. It involves
the removal of installed programs and drivers that may be causing
your PC to slow down, problems (such as freezing or conflicts), or
just may no longer be required. I refer to the Add/Remove
Programs option of Control Panel
and the items that lie within. It involves going through this list
and removing programs that are no longer used, or are known to cause
problems. If you are unsure as to what an item is in the list, DO
NOT delete it as it may be a crucial component to another program
already running on your system. If you can identify it as a troublesome
program via a constant popup window or an authorised bulletin via
the media then remove it.
Please bear in mind that (generally speaking only) when you remove
a program it does not remove the data associated with it, however
it may remove
the ability to edit or view this file. For example, files with the
PDF extension are for Adobe Acrobat. If you remove this program
Windows
will remove all information about what program this file is associated
with (hence called a file association), and will not know what to
do with the file if you try to run it. On the other hand, some programs
store their data in the same directory as the program itself and
will
delete the data upon removal of the program. When in doubt, backup
all the data first before deleting anything.
Keeping on top of this task will help ensure you machine does not
get too clogged up with unnecessary files and will probably run better
in the longer term. |
Deletion/Archival
of old data
It
may just be the tidy person in me speaking here (as opposed to the
technician), but keeping your data files 'tidy' on your hard drive
can make a significant difference to your PC's performance.
Where possible, try to keep your data files in a directory (folder)
structure that starts from a single folder on one of your drives.
On most Windows systems it defaults to "My Documents",
with subdirectories like "My Pictures". "My Music"
etc. Not only do you not have to search for your documents high and
low over your hard disk when opening your data or documents, but
when
it comes time to backing up your data, it can be achieved by backing
up from that first directory I mentioned, and will include all files
below it. I cannot give examples here as there are too many different
scenarios out there to allow for, but the general rule does work
for
most people or businesses. (Many times we have worked on client machines
whose data is 'sprayed' across the hard disk, and retrieving it
can
be difficult when the machine is failing and time-is-of-the-essence
before it fails completely.)
If you have older documents that are no longer being used on the system,
it is good practice to move them onto at least two different backups
and then remove them from your PC to save hard disk space. CDs, DVDs,
and memory sticks are a good form of backup as not only are they easy
to store and a reliable form of media, but these devices are readily
available and very affordable.
If you are unsure what a file or directory is, do not just delete
it without finding out first as it may be part of the operating system
or a program you have installed and it may cause damage. Stick to
managing files that you are 100% sure about. Sounds obvious, but I
have repaired systems where people have removed the files attached
to the operating system, thus rendering their workstation dead. |
Registry
Scan
This
is recommended for more advanced users only - see legend above. Whilst
the Startup folder can contain entries that
launch when the machine is started up, other entries that have similar
effects can also be launched from the WIN.INI file and the registry
entry of [HKEY_LOCAL_MACHINE\Software\Microsoft\Windows\CurrentVersion\Run].
Some of these entries can be easily removed from the system via the
MSCONFIG
tool (Click
on Start, then Run, then type MSCONFIG and press Enter), but
the others can be found by running RegEdit
- definitely not for novice user. There are a number of tools out
on the Internet that can assist in this same function, and I suggest
a Google search
for something that suits you.
A lot of damage can be done by the novice or unsuspecting user here,
so please be very careful. The registry has a backup facility that
I run once a month or so in the event it becomes completely corrupt. |
Services & Startup Items
Some
software launches automatically when you start your computer up. These
come under one of (mainly) two areas. Services are programs that are
special in their operational nature - such as device drivers and background
programs. Other programs are launched from entries in the Registry
or the Startup folder - a legacy from earlier versions of Windows.
Whilst it is OK to have a number of entries in any of these areas,
most viruses and spyware will also use them to springboard into life
with. Any good anti-virus or spyware removal tool will check these
areas during a scan, but I thought I'd bring it to your attention
anyway. This is also covered under the above task. |
Windows
Update & Office Update
Quite
often, viruses and other mal-ware exploit bugs and weaknesses in your
operating system. Whilst antivirus is generally
very effective in combating this, there is no substitute to keeping
your operating system as up to date as possible through the Windows
Update service - there is a similar service for the MS
Office suite. Keeping these programs up to date with these free
services will not only protect your machine with the latest patches
and fixes, but provide you with the latest features that the software
has to offer. I strongly recommend that all users keep on top of these
updates on a regular basis - see above.
Please note that some of these patches can be large in size, and if
you are using a standard dialup connection (as opposed to a broadband
connection) it may very well take a long time to download these updates.
Numerous
other products also provide a web update service. Check your software's
Help screens for information on how to keep the product updated.
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Microsoft's
Disk Defragmentation (Monthly)
For the same reason as ScanDisk
needs to be run (due to large amounts of data shuffling), files
become 'fragmented' on your hard disk. Defragmenting your the data
on your drives can improve performance of those drives.
Without going into too much technical detail, data is generally
written to your hard drive where it knows believes the next available
free/empty space on that disk is. If the next available slot of
hard disk space has (e.g.) 8 'units' free and the file to be written
is 12 units long, then the first 8 units of that file will be written
into that first space of 8, and the remaining 4 units written onto
the next available free location on the hard drive. As files are
created and deleted (and this happens constantly throughout a session
on the PC), many files become fragmented in the process. Whilst
the machine can still track the location of those files through
the FAT, it can take longer for the computer to locate the requested
data on the hard drive (e.g. opening a document) as it has to scoot
around the drive retrieving all units. We are only talking fractions
of a second, but it all adds up. The more that a drive becomes fragmented,
the slower it becomes and the harder the drive works. Running Disk
Defragmenter (DeFrag) will totally reorganise the fragmented files
so that they are positioned more efficiently on the hard drive.
There seems to be some myth
that Defrag fixes all problems and that people will run it often.
Running Defrag too often does not actually do very much for your
PC - like washing your car every day - generally a waste of time.
Tip: Quite
often you will find Defrag restarting itself over and over and never
finishing the task asked of it. This is due mainly to the PC making
small changes to data and programs during the course of a normal
session and has to start again. (This also happens during the ScanDisk
process). The best way to get around this is to start the workstation
in Safe Mode as the computer has only the bare essentials loaded
to run Windows and it will not have any interferences. To get into
Safe Mode, press F8 at the point where the Windows logo is about
to be displayed shortly after turning your workstation on. To get
out of Safe Mode, simply shut down and restart your machine normally.
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Firmware
& Device Driver updates
To ensure maximum compatibility with new devices
and software released regularly and enjoy the benefits of new enhancements,
we recommend that you update the [device] drivers on your system from
time to time. These will most likely be found on the website of the
device's manufacturer.
Please bear in mind that a newly released driver can contain flaws
or bugs that effect your system, so monitor the performance of your
system after the upgrade to ensure that it is working correctly. If
there are problems, then go back to the website and download an older
or alternative version. If you do experience problems, keep the "community"
going by sending off an email to the manufacturer so that they can
look into the fault.
It is my general practice to always keep a copy of the latest working
drivers installed on your system in a directory somewhere on your
PC, so that if your PC does play up, then the last known working drivers
can easily be reinstalled. If you choose to update any particular
driver then keep the previous and new copy of the files handy. If
the new driver is working OK, then you can delete the old ones. |
Application
Updates
As
with the Windows and driver updates, it is a good idea to keep on
top of the various updates and upgrades of your applications - and
other such end-user software. Many applications have a link built
into the Help screens, or you can visit the web site of the software
manufacturer and check it that way. |
Floppy
drive head- & optical drive lens cleaning
Like VCRs and audio tape decks, the accumulation of dust and magnetic
debris on the reading heads will not only affect quality and performance
of the audio/video being read, but will eventually damage and wear
out the heads [of the drive(s)] themselves. Optical drives (CD, DVD),
ZIP,
tape,
and floppy drives all use mechanical mechanisms and require a periodic
clean - more often if the machine is located in a dusty/dirty environment
or the drive is heavily utilised. A head cleaning kit for floppy
drives
and optical drives can be purchased from most stores that stock computer
supplies.
This task could also include the removal of the cover of the PC and
blowing out the dust from within the unit with compressed air - often
I just take a PC down to the service station and use their compressor.
Dust builds up inside the machine as the static generated inside attracts
the dust and it coats the drives and components inside. As the coating
gets thicker, it prevents the components from being cooled by the
airflow through the machine, and this heat buildup may cause the machine
to lock up, and eventually shorten the machines life.
I have on several occasions cleaned out PCs that have mice (the rodent
variety...) nesting in them. Although they make a mess (nesting
materials
and droppings), it is their acidic urine that eats into circuitry
on the board(s) as well as their chewing of wires, often causing
them
to
fail. More often than not they enter the PC through the slots on
the back of the computer where the cables connect to it - note the
long
silver-colored plates in the back. If any of these covers are missing,
mice can easily make their way inside.
The PC is complex and electronic, yes, and that it's maintenance is
generally related to the software within - this is not all there is
to it. General physical and environmental issues can affect it too.
Try to have the machine located in a cool, dry, and clean environment.
As mentioned above, dust can reek havoc on removable media, as well
as the blockage to the machine's ventilation. Heat also plays a part
in the reduction of the machine's expected life - admittedly it takes
long exposure to such conditions. If a machine is exposed to regular
changes of moderate temperatures, then (like most things physical)
they can expand and contract, and this includes connections of components
within. Part of our maintenance programme for any PC involves checking
cables, cards, chips, and connectors inside the system to ensure all
is clean and tight. |
Microsoft's
SFC (System File Checker)
Another very useful tool built in to most versions (especially the
more recent releases) of Windows is SFC. This utility will check
the
core operating system files to ensure none are missing or corrupt
and prompt you to replace them from the original installation CD/DVD.
Any files that may have been updated through the Windows'
Update process may be seen as incorrect and you will be prompted
to replace it by inserting the original installation disc (so have
this ready), but if you ever get to this stage then it would not
hurt to run this process then run the Windows Updates 'over the
top'
again.
Please note that this tool is not one that would need to be run
regularly, but used when the Windows is failing/crashing, or even
after the removal of virus and spyware. |
BIOS
Reset
The
above procedures address mainly the operating system and software
related issues. Sometimes a PC may become sluggish due to hardware
issues. It's not a sure-fire solution, but occasionally resetting
the BIOS to it's defaults (safe or optimised) may assist in resolving
some problems. This can refresh settings related to the hard drive
and memory management which can increase performance - don't ask me
how these settings can ever get skewed (because it can be varied),
but they can.
The most common way to access the BIOS is to press the [Delete]
key as the PC boots, although it does change between manufacturer
to manufacturer and this is often displayed during the boot process.
This
is not something that really needs to be done often, but is part of
a major maintenance programme. It can be used to resolve some problems,
like hardware clashes and driver problems. It's usually a last-ditch
exercise when all else fails, but it never hurts to keep fairly up-to-date
with software and hardware revisions for the best possible performance
and compatibility. The BIOS contains instructions on the motherboard/mainboard
that tell it how to interact with other hardware and software. It's
not always just a case of keeping up with the latest revision with
this procedure, because as sometimes the BIOS can become a little
scrambled/upset, and reloading the 'firmware' for the BIOS may set
it working correctly again. |
Physical
Care of your PC.
If
you intend to leave your house unattended for some time or are aware
of an approaching electrical storm, unplug your PC and UPS (Uninterruptible
Power Supply / Battery Backup) if you have one from the wall. This
will protect it from potential power surges that can upset the workstation.
Please also note the section above relating
to rodent habitats inside your PC. |
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We can provide this service to all clients, and generally speaking, if
a machine comes into us for any reasonably sized task, we offer this service
as part of the job. As a separate job, It takes around two hours (often
less) to do the bulk of these tasks, and the performance boost is often
noticeable straight away.
If your machine does not perform better after running these tasks (and
please bear in mind that the above list is not a be-all and end-all
authorative guarantee),
the the issue may be related to hardware - such as insufficient memory,
insufficient capacity of your hard drive, or a video card that cannot
keep up with the heavy graphics load you may be asking of it - far too
many things to mention here - but basically something more serious.
If you have any other enquiries, or would like us to assist you with any
or all of these tasks, then please do not hesitate to contact us.
Thank
you,
Greg Hains
Last Updated: 30th March 2007.
[ Disclaimer ] "
...I know this sounds dry, but what if it went to court?! ..."
* Please note that for legal reasons I cannot recommend or list any
particular commercial product over another so will not do so here other
than mention it's name. I do have professional preferences which can change
from time to time depending on known issues and available products, but
would prefer to only discuss these preferences in person should you have
any enquiries.
* Whilst all care has been taken to provide you with accurate information
to carry out these operations, hainsNET accepts no responsibility for
any damage or data loss incurred during this process as they are intended
to be guidelines only. Please take the time to read any guidelines or
warnings laid out by the various manufacturers or software authors.
* This is not based on any recommendations by any hardware or software
manufacturer - only our experience and testimony of many happy clients
that it has helped.
* There is much more detail to any one of these jobs and we employ many
of them during our repair and troubleshooting processes. This is simply
a guide for you to browse over and perhaps understand a little bit more
about how it all works together.
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