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COMPUTING & INFORMATION TECHNOLOGY

1.1              Elements of a preventive maintenance program

The main goal of any preventive maintenance program is to protect a system from future problems. There are three questions that need to be addressed when developing a preventive maintenance program:

·         When is the best time to prevent potential problems? A schedule should be created for specific tasks to be completed at certain times of the day, week, and month.

·         Why is this maintenance necessary? Every time a maintenance task is performed on a computer system, it should be noted in a preventive maintenance log. Each entry should list the date, time, name of the technician, and the computer system on which the maintenance was done.

·         How will the system be maintained? Keeping the work area clean and dust free will prevent many problems. Logs of periodic changes and other types of documentation can be helpful in future diagnostics and troubleshooting.

6.2              Preventive Maintenance for Computer Peripherals

6.2.1 Monitor

Since the display unit is the most visible piece of computer equipment, it should be kept clean for both appearance and functionality. The information in this section applies to both Cathode Ray Tube (CRT) and Liquid Crystal Display (LCD) screen types.

When cleaning a display, make sure the device is unplugged from the wall. Use a damp cloth with a mild detergent to wipe down the entire display unit and remove any dust buildup. Dampen another cloth with water to remove any cleaner residue on the surface of the monitor. Avoid using too much water to prevent drips. After cleaning the display, use a dry cloth to complete the job. Be careful when cleaning to avoid scratching the screen portion of the monitor.

After cleaning the monitor, make sure the power cord is plugged in securely.

Note: If liquid drips inside a CRT display while it is being cleaned, it is best to let it evaporate. Never open a CRT display.

A display unit

6.2.2   Mice

Mice can be either mechanical or optical.

Mechanical and Optical mice

A mechanical mouse may not function properly if it becomes dirty. When dust settles on the mouse pad, it gets swept up into the moving parts of the mouse. This causes a buildup on the rollers inside the mouse. The fastest way to clean it is to remove the plate on the bottom of the mouse, remove the ball, and then gently scrape the dust buildup from the rollers. The buildup can be removed with a fingernail or another gentle scraping tool. Another cleaning method is to use isopropyl alcohol or methanol with a cotton swab.

An optical mouse may need to be cleaned with a damp cloth on the optical sensor surface. However, this could damage the mouse and should only be done if absolutely necessary. Be sure to unplug an optical mouse before cleaning it. Eyes should not be exposed to the laser.

6.2.3   Keyboard

A keyboard receives more physical abuse than any other component of a computer system. Keyboards are also exposed to the environment, which allows dust to build up on the keyboard over time. Periodic cleaning of the keyboard will prolong the lifespan and prevent malfunction. The keys on a keyboard can be removed. This allows easy access to the areas where dust collects. A soft brush or cotton swab can be used to remove dirt from under the keys. Compressed air can be used to blow out dust from below the keys. The keyboard should be held vertically or in an inclined position while using the air to blow out the dirt and dust. This will prevent large dirt and dust particles from remaining stuck in the interior corners, springs, and foam material beneath the keys.

A keyboard with keys removed

6.2.4   Cleaning printers

Printers have many moving parts within them. Therefore, they require a higher level of maintenance. Printers produce impurities that collect on the components within the device. Over time, these impurities need to be cleaned out. Otherwise, they may cause the printer to malfunction.

When working with dot matrix printers, the roller surfaces should be cleaned with a damp cloth. The power cord should be unplugged before applying a damp cloth.

On an inkjet printer, the paper-handling mechanism may collect particles of paper over time. This can be removed with a damp cloth when the unit is unplugged.

Laser printers are usually low maintenance unless they are in a dusty area or are older units. When cleaning a laser printer, a special vacuum cleaner must be used for a toner mess. If a household vacuum cleaner is used, the toner particles will fly through the filtration system and into the air and create a larger mess. It is important to unplug the unit before cleaning it due to the high amounts of voltage within a laser printer.

The paper and the ink used in a printer are important for the following reasons:

Paper selection – The right type of paper will help the printer last longer and print more efficiently. In most computer-supply stores, several types of paper are available. Each type of paper is clearly labeled with the type of printer for which it is intended. Paper types include inkjet and laser printer paper. The manufacturer of the printer usually recommends the right type of paper in the printer manual.

Ink selection – The printer manual also lists the brand and type of ink recommended by the printer manufacturer. If the wrong type of ink is installed, the printer may not work or the print quality may be reduced. Avoid trying to refill the ink cartridges since the ink can leak out.

6.2.5   Scanners

It is important to keep the scanner surface clean. If the glass becomes dirty, consult the user guide for manufacturer cleaning recommendations. If the manual does not list any recommendations, use a glass cleaner and a soft cloth to protect the glass from getting scratched.

If the inside of the glass becomes dirty, check the manual for instructions on how to open the unit or remove the glass from the scanner. If possible, thoroughly clean both sides, and replace the glass as it was originally set in the scanner.

6.3              Preventive Maintenance for Computer Software

6.3.1   User responsibilities

There are several things a computer user can do to make the system work properly. System utilities can be used to enhance performance in the following ways.

• Managing applications
• Managing files and folders
• Backing up the work