Here are recommendations for maintaining, organizing and ensuring that your computer runs smoothly. Yes, this will take time and effort on your part. But in the long run, it will save you time, frustration, and probably some tearing out of your hair.
I have described methods to keep you from losing important files, crashing the computer, and introducing potential problems. These methods will help you to organize your hard drive, protect your data, and set up a regular schedule of maintenance and backups.
The document is organized into three sections: The Basics, Keeping Your PC Safe and Secure, and PC Maintenance Schedule. Perhaps you're already using some or all of these methods. Great! But, if not, consider how much hair and time you want to lose. Take a look at the recommendations below. I highly suggest you incorporate them into your daily routine.
I. The Basics:
1. Organize you data.
Sure, you can put your data files anywhere you want. On the desktop. In lots of subfolders under each application. But the best place to keep your data files is in one master data folder, with subfolders for files for each individual project. That way, when you backup your data, you can quickly duplicate all your data files. If you need to take a project home, you can simply copy the contents of a single folder. And if others in the office need to find that document on the mutual symbiosis of Aztec ants and Central American trees, they can look under the folder called Aztec ants.
Here are the four steps:
If you call it 1data, it will appear first in your file directory. (Folders beginning with a number or symbol are sorted before letters.)
Don't just move all your data files into one big folder. Create subfolders within 1data for each project. For instance, donors, office volunteers, etc. Once you've created the subfolders, find all your documents, spreadsheets, pictures, etc. and drag them to the appropriate subfolders.
There are two ways to do this:
4. Create a Shortcut to your data folder
From an Explorer window, right-click and drag the folder to your desktop. When you drop it, select Create Shortcut(s) Here. Double-clicking the folder will open it up in a window. Right clicking it and selecting Explore will open it up in Explorer. You can do the same thing with subfolders. To go to a particular project quickly, create Shortcuts to folders within 1data.
2. Defrag your hard disk
When Windows stores files, they are stored in pieces and saved wherever free space is found on your drive. It's efficient that way, but can cause the disk to get fragmented. After a while, your disk can really slow down if it gets too fragmented.
Solution: Defrag your disk every two weeks. You can use a commercial defrag utility that comes with Norton, Nuts & Bolts or other utility. Or use the Windows 95 Disk Defragmenter. From the Start menu, select Programs, Accessories, System Tools, Disk Defragmenter. Use the slowest, most complete option. You may want to start it when you leave for the night so it will be done when you return in the morning.
3. Scan your disk
Files can become orphaned on your hard disk and normal wear and tear can cause sections of your disk unfit for holding data. Scanning checks for these kinds of errors and corrects them. Again, you can use a commercial product or use ScanDisk that comes with Windows 95. To use ScanDisk, from the Start Menu select Programs, Accessories, System Tools, ScanDisk. Be sure to leave the surface scan on.
II. Keeping your PC Safe and Secure
Yes, anything can happen to your PC. Expect disaster to strike. If you don't back up your files, you could lose it all. I highly recommend you use the following three essential steps to ensure you preserve your data, and most likely your sanity.
Essential Step 1 - Backup
1. Get a Backup Drive
You can use a zip drive or get a tape drive. The advantage of a zip disk is it can hold up to 100M of data, is portable, and almost everyone has one. Disadvantage is it can't hold a whole system backup. The advantage of a tape drive is it can hold a whole system backup. Disadvantage is it isn't as portable. If your machine is hosed up, and you have to give your tape to someone else to recover, they may not have the tape software to read it. If you get a tape drive, it's pretty easy to start the backup and walk away.
You might want to consider just doing a data file backup on a zip disk. It's pretty easy to reinstall applications like Office, Access, and Lotus. I believe the most important issue is recovery of critical data files.
2. Make sure you test it
Nothing worse than saying you have all these backups, but have never checked to make sure the files can be restored. Try restoring a few files to check how it works. Be sure to run the test about once a month to ensure it's still working correctly.
3. Set up a schedule
If you're using a tape drive for backup, do a full backup. If you're using a zip disk for data file backup, backup your entire 1data folder. Do a backup every week. Consider having 2-3 tapes or zip disks. At the end of each day, you may want to consider doing an incremental backup of only those files that changed that day. The important thing is to set up a schedule, follow it, and make it easy to do regularly.
4. Store data off site
If the computer is stolen or destroyed in a fire or flood, you don't want to lose your data too. Store backups in a secure place off site, like a safety deposit box. Take them there regularly and make sure your tapes/zip disks are clearly labeled with the data of backup and whose machine the backup is for.
Essential Step 2 - Anti-Virus Software
Isn't it great to share applications and data with others in the office? And did you see that neat game that Linda downloaded from the Internet? Remember that by sharing info across networks and downloading files from the net, you increase your computer's chances of getting a virus. And Amoxycillin won't work on your computer.
1. Buy and install an antivirus program
There are lots out there, Dr. Solomon, McAfee Virus Scan, Norton AntiVirus. Check PC magazines for the latest reviews and pick the one best suited for you.
2. Run it in the background.
This is the best way to use an antivirus program because it stays out of your way. You can also scan your drive for viruses daily or weekly, but thanks to the vigilance of what these programs do in the background, that isn't really necessary.
3. Update virus definitions at least monthly.
New viruses are cropping up all the time. If you want to stay clear of them, you need to get regular updates from the folks who made your software. Most antivirus programs allow you to download new definitions off their Web sites--or better yet, through one-button, Net-based updating tools built into the programs themselves.
HOT TIP Scan your hard drive after updating your program's virus definitions. That way, you can make sure that the software hadn't been missing a newly discovered virus before you updated it
Essential Step 3 - Surge Suppressor
Power corrupts, just like the government. In the case of your computer, a sudden jolt of electricity can wipe out your computer. It's not a big risk, but it can happen.
The solution is a surge suppressor. It looks and works like a power strip, but protects the devices plugged into it from electrical surges that can fry your hardware. If the surge suppressor is hit by a bigger jolt than it can handle, it will self-destruct, shutting off power to your computer and sacrificing itself for the good of more expensive hardware. Best of all, you can find a decent one for under $20. Buy a surge suppressor with a UL 1449 rating of 330 volts or less and 240 or more joules.
III. PC Maintenance Schedule.
What to do every day
Scan your disk quickly. Use Windows' ScanDisk, Norton Utilities Disk Doctor, Nuts & Bolts Disk Minder or some other utility to check for cross-linked files and other problems. Turn off the surface scan option for a quicker scan. Put the program Shortcut in your Startup folder so your disk gets scanned every time you load Windows.
Do an incremental backup At the end of the day, back up only those files that have changed since the last backup. Most likely means a backup of your data folder and its subfolders.
What to Do Every Two Weeks
Back up your entire hard drive A recent, full copy of your hard drive's contents is the best insurance you've got against data-loss disaster. Put in a fresh backup tape, close all running applications, and launch your backup program. Start a full backup, turn off the monitor, and leave the office--preferably for the night.
Defrag your hard drive Set your defragging software (Norton Utilities' Speed Disk, Nuts & Bolts' Disk Tune, or Windows' Disk Defragmenter) to its slowest and most complete setting, get it started, then turn off your monitor and walk away. A long lunch break will probably be enough time. If not, do it overnight.
Scan your drive Use Norton's Disk Doctor, Nuts & Bolts' Disk Minder, or Windows' ScanDisk to check the condition of your hard drive. This time, make sure the surface scan option is turned on.
What To Do Every Month
Test your backup. Backup drives and tapes aren't always dependable. About once a month, try to restore a few files from various folders--preferably files that are expendable. If you can't restore them, contact the tape drive manufacturer.
Update your virus definitions Your antivirus program vendor regularly posts updates that help the software spot the latest in malevolent engineering. Grab the updates off the vendor's Web site, or use the program's built-in update tool.