03 Information Technology

Preventive Medicine for Your PC

It is flu season. One of the best ways we have found to avoid the flu is to prevent it from ever happening by taking extra Vitamin C, taking Echinacea, and getting the flu shot. Just as your body needs preventive medicine, so too does your computer. I have compiled a list of some actions that you can take regularly to prevent problems with your computer in the long run.

Empty the Trash

Each time you delete a file or folder from your computer, it goes into your Windows Recycle Bin. To empty the recycle bin, simply right click the icon on your desktop and select ‘Empty Recycle Bin’. Doing so can clear up disk space, thus increasing performance and speed. Don’t forget to empty the trash in your e-mail program as well. I like to use the setting to empty the trash folder each time I close my mail program. Look for it under settings or options for your e-mail program.

Hard Disk Space

Computers rely on free space to run your programs swiftly and efficiently. You should have at least 200 megabytes of free space at all times (higher versions of Windows require even more). Backup those old files, delete those unused programs, and you could see a major increase in efficiency.

Memory Resident Programs

Your computer may be running a dozen programs that you are not even aware of. Check the startup menu in Windows (Start, Programs, startup) to see what your computers are wasting resources on, and delete any unnecessary programs.

Scan for Viruses

Viruses can impede the performance of your computer. Invest in a good virus protection program (I like Norton Anti Virus), and scan your computer regularly, at least once per week. Don’t forget to regularly download the newest virus definitions off the Internet, otherwise you may miss viruses that have come out since the software was released.

De-fragment the Hard Drives

Each program or file you store on your computer takes up sectors of space on your hard drive. As you delete files gaps are left in the sectors. When you next install programs or files, your computer attempts to fill these spaces by separating the files to fill all of the sectors. This is called fragmentation, and it can lead to slower running programs, and file corruption.

To avoid fragmentation, you should run the disk defragmenter at least once every three months. Locate it under Start, Programs, Accessories, System Tools, Disk Defragmenter. WARNING: The first time you perform this function will likely take a very long time, especially if you have had your computer for a while. A good idea is to start it before you leave the office at night and let it run through the night. Don’t forget to turn off your screen saver, as that will cause the defragmenter to re-set.

Shut Down

Many people leave their computers running all of the time. While this is very convenient, it can cause a gradual slowdown in system performance. This slowdown occurs because programs that you run leave little parts of themselves open even after you close them. This is called residual memory. Each time you run and close down a program, a small part of your available memory is eaten away. The solution is easy. Shut down your computer by going to Start, Shut Down and selecting Shut Down. Do this at least once a week – I like to do it on Fridays, also saving electricity over the weekend when I am not using the computer.

Set a schedule for your regular system maintenance and make sure that you follow it. Remember that an ounce of prevention goes a long way. Following these simple steps can help make your computer, and therefore your office, run like a well oiled machine.

Andrea Drennen is the Internet Services Manager for TOPS Software.

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