Colleges of Harmony ICT Level 2

Harmony College

under

Ethiopian TVET-System

INFORMATION TECHNOLOGY
SUPPORT SERVICE
Level II

Unit of Competence : Administrate Network and Hardware peripherals

Module Title :Administrating Network and Hardware peripherals

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LO 1: Confirm Requirements of Clients

INTRODUCTION Learning Guide # 1

This learning guide is developed to provide you the necessary information regarding the following content
coverage and topics –
Introduction to Computer and Connecting Peripherals
Identify Client Requirements
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to –
Identify and confirm client peripherals requirements in accordance with organizational standards
Document client requirements and peripherals needed in line with organizational standards and
report findings to the appropriate person
Verify client requirements with appropriate person in line with organizational standards and
reporting procedures
Take action to ensure client support expectations are covered by vendor warranty and support
services

Information Sheet 1 Introduction to Computer and Connecting Peripherals

Definitions of computer peripherals

 External or tangible devices which are attached to the external part of the computer
 Any device connected internally or externally to a computer and used in the transfer of data. A
personal computer or workstation processes information and, strictly speaking, that is all the
computer does.
 Any input, output or storage device connected externally or internally to the computer's CPU, such
as a monitor, keyboard, printer, disk, tape, graphics tablet, scanner, joy stick or mouse.
Device driver
It is a small program that tells the computer how to communicate with input/output (peripheral) devices.
Every peripheral device needs device driver to communicate with the computer system.

 Computer peripherals were grouped into several categories: The Input Devices, The Output
Devices, the Processors, The Storage Devices.
 The Input device - is a device that’s been used as a means of input. It is any peripheral used
to provide data and control signals to an information processing system such as a computer
or other information appliance. The common input devices are keyboard, mouse, scanner.

 Keyboard - The computer key board is used to input, or enter,

letters, numbers, symbols, punctuations and commands into

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the computer. The standard keyboard layout is sometimes

called QWERTY layout and it is the most common layout.
 Mouse or a pointing device is any human interface device that
allows a user to input spatial data to a computer. In the case of
mice and touch
screens, this is usually achieved by detecting movement across a
physical surface. Analog devices, such as 3D mice, joysticks, or
pointing sticks, function by reporting their angle of deflection.
Movements of the pointing device are echoed on the screen by
movements of the cursor, creating a simple, intuitive way to navigate a computer's GUI.
Types of mouse
Opt mechanical mouse - The optical-mechanical or Opto-mechanical mouse consists
of a ball that rolls one of two wheels inside the mouse.
Optical mouse - Computer mouse that utilizes light-emitting diodes (LED) or laser
as a method of tracking movement. These mice are more proficient than other
computer mice. These mice are easily identified by examining the bottom of the
mouse. If the mouse has no ball or has a light emitting from the bottom it's most
likely an optical mouse.
 Scanner : Is a device that can scan or digitize images on paper and
convert them to data that the computer can use. They can then be stored
in a file, displayed on the screen, added to documents, or manipulated.

Imaging and Video input devices

Video input devices are used to digitize images or video from the outside world into the computer. The
information can be stored in a multitude of formats depending on the user's requirement.

 digital camera Webcam

 Image scanner Fingerprint scanner
 Barcode reader 3D scanner

Audio input devices

In the fashion of video devices, audio devices are used to either capture or create sound. In some
cases, an audio output device can be used as an input device, in order to capture produced sound.
Microphone MIDI keyboard or other digital musical instrument
Output Device
An output device is any piece of computer hardware equipment used to communicate the results
of data processing carried out by an information processing system (such as a computer) to the
outside world.
In computing, input/output, or I/O, refers to the communication between an information
processing system (such as a computer), and the outside world. Inputs are the signals or data sent

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to the system, and outputs are the signals or data sent by the system to the outside.

Examples of output devices:

 Speakers Computer speakers range widely in quality and in price. The

computer speakers typically packaged with computer systems are small,
plastic, and have mediocre sound quality. Some computer speakers have
equalization features such as bass and treble controls.

 Headphones: are a pair of small loudspeakers, or less commonly a

single speaker, held close to a user's ears and connected to a signal
source such as an audio amplifier, radio, CD player or portable media
player. They are also known as stereo phones, headsets or, colloquially
cans. The in-ear versions are known as ear phones or ear buds.
 Screen(Monitor)Amonitorordisplay(sometimes
calledvisualdisplay unit) is an electronic visual display for computers.
The following are Type of Monitor
The monitor, which connects to the video card, is the computer’s primary output device. It is sometimes referred to
as a display, Screen, Visual display Terminal or video.
Like television, the size of the monitor is measured diagonally across the screen. The most popular size for
monitors are 14”, 15”, 17’’, and 21”

Type of monitor
There two of type of monitor:

Cathode ray tube (CRT)

Traditional computer monitors and televisions. The image on a CRT display is created by firing
electrons from the back of the tube to phosphors located towards the front of the display.
The color you see on the screen is produced by a blend of red, blue, and green light, often
referred to as RGB.

Cathode ray tube monitor

Liquid crystal display (LCD)

Stands for "Liquid Crystal Display." LCDs are super-thin displays that are used in laptop
computer screens and flat panel monitors. Smaller LCDs are used in handheld TVs, PDAs,
and portable video game devices.

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Liquid crystal display

 Printer In computing, a printer is a peripheral which produces a text and/or

graphics of documents stored in electronic form, usually on physical print
media such as paper or transparencies.
A printer is an output device that prints paper documents. This includes text documents,
images, or a combination of both.

The Processor(CPU)

The Processor or the central processing unit (CPU) is the portion of a computer system that carries
out the instructions of a computer program, to perform the basic arithmetical, logical, and
input/output operations of the system. The CPU plays a role somewhat analogous
to the brain in the computer.
Example of Processors are: Pentium 4, Core Duo, Dual Core, Core i3, Core i5, Corei7

CPU Components
Centeral Prosesing Unit can be divaded into Three parts.

Arithmetic logic unit (ALU):

 Is a digital circuit that performs arithmetic and logical operations.

 Arithmetic instructions include addition, subtraction and shifting operations.
 while logic instructions include boolean comparisons, such as AND, OR, XOR, and NOT
operations.

Control unit (CU)

 control unit (CU), which extracts instructions from memory and decodes and executes
them, calling on the ALU when necessary.

Registray

 Registray is a small amount of storage available as part of a CPU or other digital processor.
 load data from a larger memory into registers where it is used for arithmetic, manipulated,
or tested, by CPU.

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The Storage devices

 Computer data storage, often called storage or memory.
 A computer storage device is any type of hardware that stores data.
 The most common type of storage device, which nearly all computers have, is a hard drive.
 The computer's primary hard drive stores the operating system, applications, and files and
folders for users of the computer.
 There are olse several storage divase like Flash Dick, CD Disk, DVD Disk and ets.

There are 3 types of storage devices:

1. Primary Storage devices:
 is also known as the main memory or a temporary storage device.
 According to other media it is fast in nature but can accommodate only few data.
 Those are Randam access memory and Read only memory

Random Access Memory (RAM):

 RAM is made up of small memory chips that form a memory module.

 These modules are installed in the RAM slots on the motherboard of your computer.
 Every time you open a program, it gets loaded from the hard drive into the RAM.
 This is because reading data from the RAM is much faster than reading data from the
hard drive.
 The more RAM your computer has, the more data can be loaded from the hard drive into
the RAM, which can effectively speed up your computer.
 It is volatil memory.

It is the only one directly accessible to the CPU. The CPU continuously
reads instructions stored there and executes them as required. Any data
actively operated on is also stored there in uniform manner.
Read only memory (ROM):

 ROM is memory containing hardwired instructions that the computer uses when it boots up,
before the system software loads.
 In PCs, the instructions are read from a small program in the ROM, called the BIOS (Basic
Input/Output System).

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2. Secondary Storage – Secondary storage:

 also known as external memory or auxiliary storage, differs from primary storage in that it is not
directly accessible by the CPU.
 Secondary storage does not lose the data when the device is powered down—it is non-volatile.
 The computer usually uses its input/output channels to access secondary storage and transfers
the desired data using intermediate area in primary storage.

 E.g. Internal Hard drive, external Hard Drive, Flash Disk, CD/DVD, Floppy disk,
Memory card.

Hard Drive:

 The hard drive is whech stores all your data on the computer system permanently.
 It houses the hard disk, where all your files and folders are physically located.
 The data is stored on a stack of disks that are mounted inside a solid encasement.
 These disks spin extremely fast so that data can be accessed immediately from anywhere on the
drive.
 The data is stored on the hard drive magnetically, so it stays on the drive even after the power
supply is turned off.
 The term "hard drive" is actually short for "hard disk drive." The term "hard disk" refers to the
actual disks inside the drive.

Hard Drive or Hard Disk

CD (Compact disk):

 The CD standard was proposed by Sony and Philips in 1980 and the technology was introduced
to the U.S. Market in 1983.
 CDs can hold up to 700 MB of data or 80 minutes of audio.
 The data on a CD is stored as small notches on the disc and is read by a laser from an optical
drive.
 The drives translate the notches (which represent 1's and 0's) into usable data.
 Accesed by CD-ROM

DVD (Digital Vidio Disk):

 Stands for "Digital Versatile Disc." It can also stand for "Digital Video Disc," but with the
mulitple uses of DVDs, the term "Digital Versatile Disc" is more correct.
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 A DVD is a high-capacity optical disc that looks like a CD, but can store much more
information.
 While a CD can store 650 to 700 MB of data, a single-layer, single-sided DVD can store 4.7 GB
of data.
 The advanced DVD formats are even more amazing. There is a two-layer standard that doubles
the single-sided capacity to 8.5 GB.
 Accesed by DVD-ROM.
3. Tertiary Storage
 Tertiary storage or tertiary memory provides a third level of storage.
 computer storage devices, usually consisting of magnetic tape transports and mass storage tape
systems, which have slower access times, larger capacity, and lower cost than main storage or
secondary storage.

Connectivity devices : The majority of external peripheral devices connect to the back of the computer’s system
unit with cables. The computer’s system unit has a variety of ports available for use by different
peripheral device cables. A port is a socket that is used to connect the cables from peripheral devices to
the computer.

Computer connectivity devices were grouped into several categories:

Ports

Ports at the back of a computer

There exist several types of ports like serial port, parallel port, USB port, AGP port, power supply port.

Serial Port: As the name suggests, the serial port transfers data serially a bit at a
time. As a result, the serial port needs only wire to transmit 8 bits. The
disadvantage is that it takes 8 times longer to transmit a byte. Serial ports come
in the form of 9-pin or 25-pin male connector. Serial ports are often known as
communication ports or RS232C ports. They are typically used to connect devices like old mouse and
modem.
Power supply

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Parallel ports can send or receive a byte (8-bit) at a time. Unlike the serial
port, these 8-bits are transmitted parallel to each other. Parallel ports come
in
the form of 25-pin female connector. Parallel ports are popularly used to connect printer, scanner, CD writer,
zip drive, external hard disk drive, tape backup drive, etc.

To spare the user botheration of 8-pin, 25-pin, male, female connectors, the USB
has been designed. It gives you a single, standardized, easy-to-use way to connect
up to 127 devices to a computer. These devices include printers, scanners, mice,
joystick, digital camera, web cameras, speakers, telephones, zip drives, network
connections, scientific data acquisition devices, etc.

AGP (Accelerated Graphics Port) port is used to connect to graphic card that provides high-speed video
performance typically required in games and other multimedia applications.
 AGP is a type of expansion slot designed specifically for graphics cards.
 Since the AGP interface provides a dedicated bus for graphics data, AGP cards are able to render
graphics faster than comparable PCI graphics cards.
 Like PCI slots, AGP slots are built into a computer's motherboard.

 It can only be used for graphics cards.

Ethernet port, the LAN port is a port connection that allows a computer to connect to a
network using a wired connection. In the picture to the right, is a close up example of what a
LAN port looks like for a network cable using an RJ-45
connector. In the case of this example, the two led lights will blink when that port is active and receiving activity.

PS/2 connector is a 6-pin Mini-DIN connector used for connecting some

keyboards and mice to a PC compatible computer system. Its name comes from
the IBM Personal System/2 series of personal computers. The PS/2 designs on
keyboard and mouse interfaces are electrically similar and employ the same
communication protocol.
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However, a given system's keyboard and mouse port may not be interchangeable since the two devices use a
different set of commands. Today this connector has all but been
replaced by USB

Power Supply : is a device that supplies electrical energy to one or more electric
loads. A regulated power supply is one that controls the output voltage or current
to a specific value; the controlled value is held nearly constant despite variations
in either load current or the voltage supplied by the power supply's energy source.
 A power supply is a hardware component that supplies power to an electrical device.
 It receives power from an electrical outlet and converts the current from AC (alternating current)
to DC (direct current), which is what the computer requires.
 It also regulates the voltage to an adequate amount, which allows the computer to run smoothly
without overheating.
 The power supplies an integral part of any computer and must function correctly for the rest of
the components to work.

Video Graphics Array (VGA) connector is a three-row 15-pin DE-15

connector. The 15-pin VGA connector is found on many video cards,
computer monitors, and some television sets. On laptop
computers or other small devices, a mini-VGA port is sometimes used in place of the full-sized
VGA connector.
 Stands for "Video Graphics Array." It is the standard monitor or display interface used in most
PCs.
 The VGA standard was originally developed by IBM in 1987 and allowed for a display resolution
of 640x480 pixels.
 The most common is Super VGA (SVGA), which allows for resolutions greater than 640x480,
such as 800x600 or 1024x768.

Connectors

 CAT5 NETWORK CABLE - This cable allows the computer to communicate

to other computers over a network. It also provides networked computers access to the
Internet

 MONITOR CABLE - This cable is usually permanently connected to a monitor. Small screws
hold the cable in place

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USB CABLE - Most PC's now have these fast and versatile ports on the front and back. They can be
used for portable storage devices, digital cameras, scanners, video cameras, printers, keyboards and
mice - just about everything!

POWER CORD - This is a standard "kettle cord" that connects the computer to the AC outlet on the
wall and the power supply of the computer. This MUST be unplugged if you are ever doing any
maintenance work inside the computer.

PRINTER CABLE - This is a 25-pin "D" shaped connector that connect printers to the
parallel port on a computer. (Newer printers may connect with a USB plug.)

 PS2 CABLE - On most computers these days, this connection is used for both
the Mouse and the keyboard. This plug has 6 pins-

VGA CABLE – This is use to connect the monitor to the VGA port

AUDIO CABLE – This is use to connect the speaker to the Audio port.

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Information Sheet 2 Confirm Client Requirements

Computer peripherals requirement considerations

 Desktop hardware, such as a desktop computer itself, is the most common type of IT
hardware purchased by a small business. The cost of hardware depends on its
specification, which in turn is determined by some key components. When you buy
desktop hardware, you will need to decide what the specification of these key
components should be.
 The processor is the driver of the computer. Processors are usually differentiated by
speed, measured in gigahertz (GHz). The higher the GHz, the faster the computer will
run. You should buy the fastest processor you can afford, but a 3 GHz processor will
normally be enough for most business functions, e.g. word processing and spreadsheets,
together with some multimedia.
 Memory is used by the processor to run programs. Generally, the more random access
memory (RAM) you have, the better your computer will run when using several
programs at once. Your computer should have enough memory to make the most of the
processor speed. For a 3 GHz processor, for example, you should have around 2-3
gigabytes (GB) of RAM.
 The hard disk is used to store the data you create in your business, as well as the
programs you use. Its capacity is much greater than the RAM. An office computer with
a 3 GHz processor should have at least 200 GB of hard disk space, but if you intend to
use a single desktop PC as the main storage location for all your business data, you will
need at least 500 GB.
 External plug-ins, such as rewritable DVD, DVD-Read Only Memory (ROM), or CD-
RW (rewritable) drives can be used to supplement your computer's memory.

 The monitor is the computer's display screen. Liquid Crystal Display (LCD) or flat
screen monitors offer reduced bulk and lower power consumption, relative to cathode
ray tube (CRT) monitors. Monitors are normally measured diagonally in inches -
typically 19, 22 or 24. Larger or wide-screen monitors allow you to compare two
documents on-screen. Many monitors have an aspect ratio - the proportion of image
width to height - of 16:10, although screens with a 16:9 ratio are becoming more widely
available and offer higher resolution.
 Display adapter Software requiring a better than average computer graphics display,
like graphics editors and high-end games, often define high-end display adapters in the
system requirements.

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Software requirements

Software Requirements deal with defining software resource requirements and pre-
requisites that need to be installed on a computer to provide optimal functioning of an
application. These requirements or pre-requisites are generally not included in the software
installation package and need to be installed separately before the software is installed.
1. Platform: In computing, a platform describes some sort of framework, either in hardware
or software, which allows software to run. Typical platforms include a computer's
architecture, operating system, or programming languages and their run time libraries.
2. APIs(application programming interface) and drivers: Software making extensive use of
special hardware devices, like high-end display adapters, needs special API or newer device
drivers. A good example is DirectX, which is a collection of APIs for handling tasks related
to multimedia, especially game programming, on Microsoft platforms.
3. Web browser: Most web applications and software depending heavily on Internet
technologies make use of the default browser installed on system. Microsoft Internet
Explorer is a frequent choice of software running on Microsoft Windows, which makes use
of ActiveX controls, despite their vulnerabilities.
Other requirements

Hardware Requirements for Windows 7 system

If you want to run Windows 7 on your PC, here's what it takes:
 1 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor
 1 gigabyte (GB) RAM (32-bit) or 2 GB RAM (64-bit)
 16 GB available hard disk space (32-bit) or 20 GB (64-bit)
 DirectX 9 graphics device with WDDM 1.0 or higher driver
The minimum hardware requirements for Windows XP Home Edition are:
 Pentium 233-megahertz (MHz) processor or faster (300 MHz is recommended)
 At least 64 megabytes (MB) of RAM (128 MB is recommended)
 At least 1.5 gigabytes (GB) of available space on the hard disk
 CD-ROM or DVD-ROM drive
 Keyboard and a Microsoft Mouse or some other compatible pointing device
 Video adapter and monitor with Super VGA (800 x 600)or higher resolution
 Sound card
 Speakers or headphones

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LO 2: Obtain Required Peripherals

Information Sheet 1 Hardware inventories

Hardware inventories

The purpose of a hardware inventory (or registry) is to keep detailed information about all the hardware
equipment within an organization. Every piece of hardware, including each computer and peripheral device,
should be recorded on the inventory. As well as providing an excellent quick reference guide to the
organization’s
hardware, an inventory can be very useful for insurance, warranty and service purposes.
In order for an inventory to be a valuable source of information, it is vital that the information be
maintained regularly. New devices need to be entered into the inventory as soon as they have been obtained.
You must also adjust the inventory frequently, to delete hardware that is no longer functional or has been
removed. Some organizations do random checks or yearly audits of their hardware inventories to ensure that all
information is current.
There are a number of tools available to create hardware inventories. Databases and spreadsheets are
often used to store the information. There are also software programs that you can purchase, designed
specifically for recording hardware and software details. Although these programs are good for keeping a ‘soft
copy’ of the information, it is also essential that you keep a current ‘hard copy’ (printed version) of the
inventory. In this way,
if the computer system ever fails you will still have the information.
Details that should be included within a hardware inventory include:

 description of hardware device

 manufacturer
 supplier
 model number
 serial number
 warranty or maintenance conditions
 components
 location
 number and identity of authorised users
 purchase price
 date of purchase.

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Documenting peripherals used with each computer

If the peripheral is an essential part of the computer system (for example mouse, keyboard or monitor) it
is logical to record information about the device within the documentation for the computer to which it is
connected. Individual computer inventories will often contain detailed information about the computer’s related
hardware and software. It may also be more practical to record information about the peripheral inside the
computer’s record, if the device is also permanently connected to a computer (for example a printer or scanner).

Hardware inventory (Example 1)

Details for Administration Computer

Manufacturer: Dell
Model: OptiPlex GX280MT Minitower—Power
Operating System: Windows XP
Serial number: 12345
RAM: 128 Mb
Hard disk space: 160 Gb
Monitor: Dell UltraSharp™ 1905FP flat panel,
Printer: HP LaserJet IID
Keyboard: Dell USB keyboard
Pointing device: Dell USB 2-button optical mouse with scroll

Keeping equipment in ideal working conditions

Each manufacturer will have their own recommendations on how to store their peripheral equipment. In
order to guarantee that a peripheral will function correctly throughout its life it is important to follow guidelines
that have been recommended by the manufacturer. Some common recommendations may include:
 Keep equipment in the correct position — After unpacking, most devices will usually have a proper
resting position. If a device is not kept in its natural position, there could be problems when trying to operate
the device later on. For example, when a printer is stored in a vertical position, components such as the ink
cartridges could leak or be dislodged.
 Keep equipment away from weather, dust and other harmful material — When finding a storage
location, consider what kind of elements the device may be subjected to. If, for example, you store a USB
drive in a cabinet next to chalk, dust from the chalk could potentially damage the storage device’s USB
connection.
 Do not expose equipment to extreme temperatures and high humidity — Sudden changes in temperature
can cause condensation in many peripheral devices. For instance, if a video camera is taken from a cold
place to a warm place, condensation may form on the lens and internal parts.
 Avoid storing the device in direct sunlight — Exposure to direct sunlight could damage many of the
external components of a device as well as subject the device to high temperatures.
 Do not expose equipment to water or moisture — If water gets inside many peripheral devices there is a

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risk of electric shock.

Adhering to OH&S guidelines

When positioning peripherals in their permanent locations it is important to take into account many
OH&S considerations as follows.
Positioning of the monitor
It is essential to position a monitor correctly to ensure it will suit the needs of the user. Tips include:
 Try to make sure that monitor is in a position away from the glare of sunlight.

 Check that the brightness and contrast controls of the screen have been adjusted to suit lighting conditions
in the room.
 The top of the screen should be the same level as the user’s eye level.
Positioning of the keyboard
A keyboard also needs to be positioned carefully to be of adequate comfort and safety for the user. Some
tips include:
 Position the keyboard directly in front of the monitor and at the same height as the mouse.
 The keyboard should allow the user’s forearms to be parallel to the floor.
 Allow space for the computer user to rest their wrists.

Positioning of other equipment

Some general Occupational Health and safety guidelines to consider when positioning other peripheral equipment
are:
 Make sure that you can reach the peripheral device and its components without having to strain your back.

 Place equipment such as scanners and printers at a suitable height so a user is easily able to reach paper
trays, open scanner lids, etc.
Make sure that equipment such as speakers is easily accessible if settings such as volume control need to be
changed

Ensuring electrical safety

Some tips to ensure electrical safety are:

 Do not be tempted to add too many extension cables or double socket adapters to your existing electrical
sockets.
 Never use damaged plugs or leads.
 If possible, ask an electrician to check the safety of your system.
Position electrical leads where they will not cause tripping hazards to people

Physical security of devices

In many situations it is important to consider the physical security of the peripheral devices. Some devices,
such as digital cameras, data projectors and USB drives, may not be permanently connected to a computer so it will

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be necessary to find a secure location to store the device. Make sure that these kinds of devices are secured in a
lockable storage cupboard, cabinet or safe when not required. Some organisations install security devices onto
desks to guarantee that computers are secure and will not be able to be taken from their position unless unlocked.
Storing consumables
The term ‘consumables’ refers to a product that is used once and then replaced. Examples of consumables
include printer cartridges, CDs and paper. As well as for computer equipment, consideration also needs to be
given to the way consumables for peripheral devices are stored.

Paper
Paper needs to be stored in an area which is cool and dry, to prevent moisture from fusing pages together.
Ink cartridges and toner
Make sure to store cartridges/toner in a cool dry place, away from sparks and open flames, with adequate
ventilation and do not expose the device to high temperatures. Also ensure that the cartridges are not taken out of
their packaging until they will be used within the printer, as the ink will dry out before use.

CDs
When possible, make sure that CDs are kept in their protective case, to minimise the chances of being
scratched. Also keep them out of direct sunlight and extreme temperatures.

Summary
There are several steps that you must go through when you obtain a peripheral device. The first step
involves working out where to obtain the device, whether it is from a supplier who regularly provides equipment
to the organization, or a supplier found from searching the Internet, magazines or telephone directory.
Depending on the organization, placing an order for a device may be done in different ways. Some
smaller organizations may not have strict guidelines, while larger organizations may have strict procedures that
need to be followed.
Once the device has arrived it is always a good idea to keep a record of the device in a hardware
inventory. Recording details such as manufacturer, supplier, model, date of purchase and purchase price, can be
very useful — especially if you need to send a device back within the warranty period.
It is also a good idea to unpack the contents in an organized manner. Find a clear space to unpack
contents and create a checklist of equipment that should be supplied.
Once the device has been unpacked, storage is another consideration. Make sure to look at the
manufacturer’s guidelines, consider the security of the device and any occupational health and safety issues.

LO 3: Connect hardware peripherals

INTRODUCTION Learning Guide # 3

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics –
Avoiding disruption to the client
Connecting and configuring hardware peripherals
Testing devices and creating a test plan
This guide will also assist you to attain the learning outcome stated in the cover page.

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Specifically, upon completion of this Learning Guide, you will be able to –

Verify timeframe for installation schedule with the client in accordance with the organization
requirements
Remove and/or replace old peripherals with minimum disruption to clients taking into account
environmental considerations and OHS standards
Connect new peripherals with minimum disruption to clients and taking into account the operating system
procedures
Configure the computer to accept the new peripherals
Test hardware peripherals and confirm client satisfaction, particular attention must be paid to possible
impact on other systems and adjustments are made as required

Information Sheet 1 Avoid disruption to the client

Minimal disruption to the client

One of the most important considerations when installing a new hardware peripheral is to try and install the
device with the least amount of disruption to the client. A client may not be very happy if you install a piece of
hardware equipment while they are creating an urgent report. It is important to schedule installation times that
are:
1. also suitable to the client’s or computer user’s schedules
2. Sufficient length to install and thoroughly test the hardware
device. To achieve this, make sure that you are aware of:

 common organizational procedures that regularly need to be performed on the computer (for example, end
of month processing or weekly backups) and plan installations outside these periods
 Current projects, deadlines and schedules of the client/user.
Installations should be scheduled for times such as:
 quiet periods (for example, during holiday periods)
 before or after normal office hours
 while the client/user is out of the office
 when the client will not be needing their computer.
It can be difficult to work out how long it will take to install a peripheral device. It will vary according to
the type of device, current operating system, problems requiring troubleshooting and the experience of the
installer. If you will be regularly performing installations, keeping a log of installations — noting the time
required and problems experienced — could help to estimate the time spent on future installations.
Once you have arranged a suitable time, make sure you adhere to it or give advanced notice if you will be
delayed. Remember that clients may have scheduled their daily workload around the installation.
Also consider the timeframe expected by client when installing new hardware. If you work for a busy
organization it may be necessary to work out a daily to-do list. Order tasks with priority given to installations
that perform critical functions or have been waiting to be done for the longest amount of time.

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Information Sheet 2 Testing devices and creating a test plan

Testing
In addition to ensuring a device is able to perform a basic task (such as printing a test page or scanning
an image) it is also necessary that all functionality required by the client is tested. When new peripheral
equipment is not tested for critical functions before being used, it can lead to malfunction, causing large
disruptions to clients and potentially damage other parts of a computer system. If, for example, a new external
zip drive has not been
tested to check it will be capable of making backups of specific files, it could mean that vital information of the
client’s could be destroyed if those backups were not successful.
Ensure that all new installations are thoroughly tested after initial setup and prior to use by the client.
Depending on the device, different functions will need to be tested.
Devices that have components that are known to degrade with time, especially printers, should also be
tested periodically. Printers need to be routinely tested, as components such as the ink cartridges and toner can
cause deterioration of print quality and may require maintenance and/or cleaning.
All tests should be completed according to a documented test plan.
Some suggestions of functions that may be tested for a printer, scanner and digital camera devices
are included below.

Printer

Printer functions that may be tested are:

 Can the printer handle different paper types (for example A4, A5, foolscap, thick, thin,
overhead transparencies)?
 Will the printer work successfully on different computers?

 Will the printer work successfully with different software packages (for example, word
processing, spreadsheets and desktop publishing)?
 Is black and white print quality acceptable to clients?
 Is colour print quality acceptable to clients?
Scanner

Scanner functions that may be tested are:

 Is the resolution of a scanned image an acceptable quality?
 Does the scanner work correctly with different software packages (e.g. a word processor or
desktop publishing package)?
 Can the scanner handle items of unusual size and thickness (e.g. a large book or cardboard poster)?
 Does the OCR software scan a document successfully?
 Will the scanner work successfully on other computers?

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Operation Sheet 1 Connecting Computer Peripherals

Connecting and configuring hardware peripherals

With the large variety of computer systems, operating systems, peripheral types and features, and
manufacturers, each peripheral device will have its own individual installation procedure. It is important to refer
to manufacturer guidelines and manuals when installing any hardware device to ensure that all procedures are
correctly followed.
Procedures which are generally followed when installing any new peripheral device include:
1. plugging in the cables between the device and the computer
2. installing any drivers
3. troubleshooting installation when necessary
4. customising the device
5. testing the device for satisfying required conditions.

What are drivers?

Whenever you install a hardware peripheral device, you will also have to install a driver.
A driver is a software program that allows the hardware device to talk to the operating system.
Generally, driver software will be included within the packaging of a new device. Sometimes operating
systems, such as Windows XP, automatically provide their own drivers if you don’t provide one. At times it may
be necessary to find a newer version of a driver than the one that has been provided by the manufacturer. It is a
good idea to regularly check the manufacturer’s website to see if any new drivers have been developed.
What is plug and play?

Plug and play is a hardware technology that enables many operating systems to automatically recognise
new hardware devices and configure them automatically. Most USB devices support plug and play.

Computer Peripheral Ports Power Supply

Plugging in the cables between the device and the computer

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To make your computer work, you need to connect all the hardware peripherals to the ports at the back of
the CPU case, as shown above.
Before connecting all the peripherals to its corresponding ports, see to it that the power cord was unplug
into the power source to prevent electrical related injury.
You should be able to connect the Mouse, Keyboard, Monitor, Printer, Scanner, Speaker and power up
your computer by connecting the power cord to the power supply. After doing so, you can now start using your
computer.To do it, you connect the Monitor by using the VGA cord connector to the port

Comparison of VGA and DVI

Monitors will either have a VGA or a newer DVI plug (see picture, as they are a lot less apparent
than PS/2 / USB by comparison). Most monitors use VGA connectors, and so most graphics cards have
VGA output. If you have one type of plug and the graphics card has another, you can easily buy an
adapter. Some cards even come with one.
 Connecting the Mouse and the Keyboard
There are two standard connectors for mice and keyboards; PS/2 connectors and the more modern
USB connectors. Plug the mouse and keyboard in the appropriate slot.

PS2 Cable

 To connect the scanner to the PC, you will use also use the USB cable.

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USB Cable

 For audio devices such as speaker or headset, you can connect it o and mic

Speaker/headset
mic

 Before powering up your PC, make sure that the power cable was connected to the power supply

 To connect the Printer to the PC, you will use the cable below via printer port.
A USB able is now also being use to connect the new printer to the computer especially the colored and
laser printer.

Installing a printer

Printer cable

1. Obtain the correct printer cable

In many cases a printer won’t automatically have a cable included with the original purchase. Check the
printer specifications — you will probably need to buy either a parallel or USB cable.

2. Plug in the cable

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1. Turn off the power to both the printer and the computer.
2. Plug the printer cable into the correct port of the PC — depending on the type of printer the port will most
likely to be either a USB or a parallel port located on the back of the computer. If you are plugging the
cable into a parallel port connection you will need to secure the cable by either tightening small screws or
snapping in wire connectors.
3. Install ink
Depending on the printer you have you may need to install an ink cartridge (for inkjet printers) or toner
cartridge (for laser printers). Turn the computer’s power on and follow the manufacturer’s guidelines to install a
new cartridge.
4. Install the printer driver
At some point the computer will either recognise that new hardware has been installed (for example if the
operating system is plug and play compatible) or you will need to tell the computer that a new device has been
added. In either case, you will at some stage be asked for the printer model and a printer driver. Make sure you
install the printer driver at this stage. Sometimes the installation CD will automatically run, installing the printer
driver at the same time.
5. Print a test page
Often at the end of the driver installation you will be asked if you would like to print a test page. This is a
good idea because you can quickly determine if the printer is working correctly. If not you can troubleshoot the
installation.
6. Troubleshoot printer installation (when necessary)
If a page is not able to print it is necessary to go back and determine why the printer is not working. There
are a number of factors that can contribute to printer problems including:
 cables between printer and computer are not properly connected
 printer driver is not suitable for the current operating system
 paper is loaded incorrectly
 ink cartridge or toner is not correctly installed
 printer power switch is off.

Suggested solutions for common printer problems

A blank page is coming out of the printer

 You may have run out of ink or toner. Replace ink cartridge or toner.
 Make sure that your printer has been set to the default setting.
The document is printing on the wrong part of the page
 Check that you have aligned printer to the correct orientation (portrait or landscape).

 Make sure the margins have been set correctly in the software program you are using (eg the word
processor or desktop publishing package).
 Make sure that the paper has been loaded correctly.
The quality of the printout is poor
 If the printer is an inkjet the heads of the ink cartridge may need to be cleaned.
 Some printers have software that allows you to change the quality of the printout from draft to best quality.

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Customizing the printer

Depending on your client’s needs, there may be a need to alter the default printer settings. Some settings
that may be customised include:
 Changing the Page Layout — a page may need to be printed in either landscape or portrait orientation.
 Changing the Paper Source — depending on the complexity of the printer there may be a variety of trays
the printer has available to use.
 Changing the Print Quality — depending on the printer use, a client may require best, normal or draft
quality of print.
 Setting the Default Printer — if there is more than one printer attached to a computer, you may need to
change the settings so that the newer model is considered the default model.
Installing a scanner
Scanners can attach to a computer generally via a USB or a parallel port connection.
1. Turn off the computer and position the scanner
Before commencing installation, turn of power to the computer and place the scanner on a level surface,
close enough to the computer so that the cable will be able to attach to both devices.
2. Unlock the scanner
Many scanners have a lock on the bottom to make sure that components are not dislodged when
transporting. Make sure that you unlock the scanner before commencing installation.
3. Plug in the cable
Plug the cable into either the USB or parallel port connection, depending on the type of scanner

4. Turn on the scanner: Some scanners will have a power cord that will need to be plugged into a power outlet.
Other scanners are dependent on power from the computer. Some scanners will also have an on/off switch,
which will also need to be turned on.

5. Turn on the PC: When you turn on your computer, most operating systems will recognise
that new hardware has been added (eg it is plug and play compatible). If it hasn’t recognised
the new scanner you
may need to tell your computer that a new device has been added.
6. Insert the scanner driver : At some point you will be asked if you have a disk for your
scanner. This generally means the computer is requesting you provide it with the disk
containing the driver software.

7. Scan a test image: Ensure that the scanner is working by performing a scan of a book or magazine page.
8. Troubleshoot scanner installation (if necessary)
Suggested solutions for common scanner problems
Scanner making a clicking sound
Check that the scanner lock is in the unlock position.
Unable to scan anything: Make sure that the scanner is plugged in

Customize the scanner

Many scanners will also have extra software you can use for scanning. Check the scanner
manual to see whether your scanner has additional software. Install the additional software — it will
probably be useful for scanning text and performing basic image editing functions. The software may

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also allow you ability to adjust settings such as dpi (dots per inch), colour, black and white or
greyscale. Make sure you modify settings for normal scanning requirements.

LO 4: Install peripherals to a network

INTRODUCTION Learning Guide # 3

This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics –
Planning the placement of printers
Connecting to the network
Adding upgrades
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to –
Location of peripherals are planned to provide appropriate services to users and to take into
consideration OHS standards.
Peripherals are connected to network, using vendor-approved method and technology.

Peripherals are connected to computers in the network using parallel, serial or other direct
connection methods appropriate for the job order.
Peripherals are tested for correct operation based on client’s specifications.

Information Sheet 1 Planning the placement of printers

What should you consider when locating a peripheral? This reading looks at the occupational,
health and safety requirements you should follow, from opening the box to placing the device,
and the repercussions on users in the workplace.

The first computers needed a special environment and power supply to function. Today, most
components function in a normal office environment. They don’t need special air conditioning
or clean
power supplies, although these will always allow them to work at their best. In the 1970s,
mainframe computers were often placed behind locked doors and only a privileged few
allowed access. Even today, because of security concerns, you may find some network devices
are stored in a restricted area.

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Instruction and installation manuals

When purchasing a new peripheral, you need to read the instruction manual before unpacking it; the
manual will usually display a diagram and describe how you should unpack it without damaging
components. Any components that might shift during transit are often protected by a polystyrene shield
or cardboard and are taped down. Sometimes this cover protection can be hidden underneath or be
quite small and not easily seen. For some peripherals it may be necessary to wear protective clothing,
such as gloves when opening monitor boxes so if fingers accidentally touch the screen, no finger marks
are left. Pressure by fingertips on LDC monitors, for instance, can damage the screen.
The instruction manual will detail how to unpack the peripheral and check all components first. If there
is any damage to any component or any are missing, then this is the time to contact the vendor for a
replacement.
General requirements for peripherals
There are many different types of peripherals and each has its own operational requirements. These
will normally be fully documented in an installation manual, which should be carefully read before you
plan the location. The following points then need to be considered:
 the space available and minimum area required for the device
 power supply requirements
 ease of access for users (including, for instance, the space around a printer)
 ease of access for installation and maintenance
 access to the closest LAN point
 physical security of the device (such as number key on the door or a locked door)
 sturdy, level surface
 well-ventilated room
 no exposure to direct sunlight or chemicals, including ammonia-based cleaning solution
 stable environment with no abrupt temperature or humidity changes.
Other occupational health and safety issues to be considered when deciding on where to place peripherals can
include:
 the noise level of the peripheral and if it affects users
 floor loading, for extremely heavy devices
 cables kept away from walking areas.

Placing printers in a particular location

Various peripherals, according to the equipment and the consumables they use, can require specific conditions.
For example, printers often jam if they are over-used and become too hot, or the paper is too dry. Some specific
requirements to consider when placing printers include:
 a relative humidity level from 20% – 80%
 a steady room temperature of 10° – 32.5° C.

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Information Sheet 2 Connecting to the network

Now we’ll look at connecting peripherals either to a host computer or directly on the network, and via
wireless connection. We’ll also consider the performance levels of the different connection types.

Some peripherals can only connect by a network cable and protocols. Others may only connect to a
computer or other host device such as a print server. Yet others will allow you a choice of connection
methods. For example, network attached storage (NAS) devices will connect to the network cable.
Scanners will normally require connection to a computer, and printers will usually give you a choice.

In most cases, peripherals attached to a host computer on a network slow the performance of the
computer when the peripheral is being activated over the network. In a stand-alone environment, there
may be no other choice. But in a network environment, the host computer that connects the peripheral
to the network should not be operated heavily as a workstation.

Peripherals such as speakers are only connected to the local host computer and cannot be used over the
network. Speakers use little resources but peripherals that heavily use resources should be turned off if
other peripherals such as a printer are being used over the network.

Web cams used for individual staff attending interstate meetings require a good amount of bandwidth.
They also use a lot of the computer’s processing power and should only be fixed to computers that are
not used as a network resource for other peripherals.
Physical network connections
The most common network standard in use today is Ethernet. The IEEE (Institute of Electrical and
Electronic Engineers) sets Ethernet standards for the physical devices and the protocols. It is a medium
that consists of coaxial copper cable, twisted pair or fibre optic cable, on which electronic signals travel
and to which computer devices are attached.
The Ethernet protocol sets the rules for constructing frames that are transferred around the network.
Frames are short messages that hold information, and include the destination and source address of
each computer.
Most organisational networks are now running at a speed of 100 Mbps using CAT5 UTP (unshielded
twisted pair) cables. However, a CAT6 cable can transfer data at 1000Mbps, and is used in some larger
organisations. A new standard IEEE 802.3ak™-2004 will transfer data at 10 Gbs.
A peripheral will normally connect directly to a hub or switch, or into a wall connection that is wired as
part of the network.

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Figure 1: Connecting with RJ-45 connection

Physical connections to a host computer

A peripheral can be connected to a host device such as a computer or print server. As mentioned above, if the
peripheral is heavily used over the network, then the workstation’s performance is reduced. For
example, if it is a printer, the user will find the computer runs more slowly as others print documents over the
network. In cases where the peripheral is used constantly, it is best not to use the computer as a workstation.

As with connections directly to the network, Universal Serial Bus (USB) is becoming very popular. USB uses
plug and play technology and reduces the configuration time, as it is usually not necessary to adjust
configurations. There is no need to reboot the computer each time a new device is added.

Figure 2: Parallel cable

Figure 3: Serial cable

Figure 4: USB Figure 5: Firewire

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Wireless connections
Wireless connection is becoming very popular in home and office technology. It eliminates the
‘spaghetti trap’, where cables entwine and it creates an uncluttered environment. However, wireless
network communication can be slower, and insecure, leaving data more easily open to hackers.

Cordless peripherals are now available at affordable prices for most users. They include keyboards,
mice, game pads, joysticks and pointing devices to interact with host devices. Host devices are not only
computers but can be home appliances, game machines and televisions. The peripheral requires battery
power to operate, and are more easily accessible to potential thieves.

Cordless peripherals are usually controlled by a short-range communication method such as the
infrared standard IrDA (Infra-red Data Association) that sets the standards for both the physical
devices and the protocols they use to communicate. IrDA requires line-of-sight access between devices
for data transfer.

New developments in other short distance communication such as Bluetooth technology, which use
radio frequency to communicate, have proved to be more efficient and faster than IrDA. IrDA and
Bluetooth are not network technologies, but simply different methods of connecting.

LAN wireless communication requires a wireless router and a transmitter connected to each device
that is connected to the network. These are becoming more economical. The main problem is their lack
of security.

Wireless LANs use the standard 802.11. One type of wireless LAN can transfer data at 11Mbps and
another at 54 Mbps. But if interference is detected or the radio signal is weak, the transfer rate is
reduced.
Configuring a wireless network
here are two methods of configuring a wireless network:
1 Infrastructure
2 Ad Hoc.
In the Infrastructure mode, the wireless LAN connects to an access point that covers a fixed area
using an antenna. The wireless access point converts the data into wired Ethernet data, acting as a
bridge between the wired LAN and wireless clients. Access points connect to a wired Ethernet
backbone and extend the wireless network coverage. For example, as a mobile user moves out of range
of one access point, they move into the range of another.
Ad Hoc wireless networks are similar to a peer-to-peer workgroup where computers communicate with
other computers, and there is no structure or fixed point. The computer devices need to be within range
of each other and it is cheaper and easier to set up than the Infrastructure mode.

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Information Sheet 3 Adding upgrades

Peripherals range from basic inexpensive models to more expensive models with extra options, high speeds and
high quality output.

Some peripherals can help lift organisational efficiency by simply incorporating an extra device on the peripheral
— a much cheaper option to buying a new peripheral.

Not all peripherals can be upgraded, but many can be expanded. For example, network attached storage devices
can usually take additional disk drives to increase capacity. Scanners may be able to take a film or transparency
holder so photographs can be scanned. Printers can have more memory or extra sheet handling features added.
Some upgrades may be incorporated at the time of purchase while others are added on after the user has had the
device for some time.
Typical upgrades for the some larger printers include:
 duplex units for two-sided printing
 envelope feeders
 more memory
 extra input trays and output stackers
 cabinets and stands.

LO 5: Configure services to manage peripherals

INTRODUCTION Learning Guide # 3
This learning guide is developed to provide you the necessary information regarding the following content
coverage and topics –

Naming conventions
Printer drivers
 Access and security
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to –

Required software is installed to manage local and network-connected peripherals according to business
requirement software peripherals according to business requirement.
Meaningful names are used for peripherals and control queues
Security and access are configured to allow appropriate users to make use of peripherals.
o Workstation for peripherals is configured to allow applications to work with peripherals.

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Information sheet 1 Installing Printer, Scanner Drivers

To work with a network operating system and be fully functional, hardware requires drivers, which are software
that works with the operating system.
Drivers are supplied with the peripheral hardware on floppy disk or CD-ROM. Operating systems can also have
drivers for commonly used devices, but these quickly date. If you have mislaid the drivers, or
have upgraded to a new operating system that was not supported by the original drivers, it is usually possible to
get a new set of drivers from the vendor’s website.
Installation is normally straightforward and, especially with plug-and-play operating systems, fully
automatic. Network settings may be a little more complicated, but are still easy to follow.
For example, when printing from a workstation over the network to a printer, the user’s workstation will need the
printer drivers installed on their computer even though the printer is located elsewhere on the
network. Either the printer is directly connected to the network, or is connected to another computer acting as the
printer’s host. The computer host shares the printer and also requires the printer drivers to
be installed. For some operating systems such as Windows 2000 and Windows XP, the drivers can be loaded onto
the host computer. When the user prints a document for the first time, they find the shared
printer and, as they connect to it, the print drivers will be automatically downloaded and installed on the user’s
workstation. The network printer will be added to its list of installed printers.
Once the client drivers for the peripheral have been installed on the workstation, the user may need to access the
peripheral through an application. For example, the user may want to print a document created in a word
processing application. In most cases, the printer will be automatically available from the word processing
application.
Some non-standard applications may have difficulty in accessing the peripheral and drivers, and in this case the
driver should be obtained from the vendor. For applications that have been internally written inside an
organisation, special programming requirements may be needed to use peripherals such as printers.

Information sheet 2 Naming conventions

All computers, hosts, devices and peripherals need to be easily recognised in a network system. By using a
naming system for all hardware, software and services, users will easily find what they are looking for. This
reading outlines what needs to be taken into consideration when naming peripherals.
As you install and configure a printer you should keep to the network standards of the organisation, which should
include naming conventions for peripherals and other devices.
Each organisation will have its own standards, but it is important that users can identify peripherals easily. There
have been cases of users waiting by one printer for their report while it is being printed three floors away.
Naming conventions usually reflect the function of a peripheral, and in the case of a large office or global
enterprise, the location. For example, the following may be used for a peripheral name of 15 characters:
Table 1: Peripheral naming convention using 15 characters
Characters 1–4 5–7 8–10 11–15
Attributes City or town Type o Workplace Uniqueness of device,

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f
peripher
reflected al location usually number sequence

Information sheet 3 Access and security

Making a peripheral available on the network does not necessarily mean that every single user should have access.
Drives may be shared and then permissions allocated to users or groups. All other peripherals will normally
provide some means of restricting access.
Setting security access and permissions can help keep peripherals in peak condition. For example, a high-speed
laser printer of minimal quality may always print large label runs, or invoices for thousands of clients. A laser
printer running at a slower speed but with high print quality may do letters and documents. This uses the
advantages of both without placing undue stress on the slower machine. Setting security access and permissions
can also ensure protection for confidential documents or activities.
For printers and other peripherals, once a resource has been shared and configured on the network, the user will
need to load the appropriate drivers for their operating system. When drivers are loaded, it is a relatively simple
task to access the printer across the network. If the user is running an operating system that is different to the
server controlling or managing the device, different drivers may be required.
If the peripheral is a disk drive, the most common way of accessing this is to map the shared drive or folder. The
share will substitute a drive letter for the shared area, and the user then accesses this as if it were a local disk. In
most cases, the administrator will also have set designated permissions for the drive or folder. Users are unlikely
to have total access to the folder or drive.
Just how a peripheral is secured will depend upon the operating system used. Windows-based operating systems
use the concept of sharing. Sharing a printer works in a similar way to sharing drives. The administrator can select
a printer and designate the users that may access it, or set a level of access such as read only, read and execute,
modify or full access. In most cases, network administrators enable user access by the following method:
1 Connect the peripheral and install the drivers.
2 Share the peripheral.
3 Allow access to certain users or groups of users.
4 Set the security level for each user or group of users. For example, this may be read only, or read and
execute, or modify or full access.
5 On the client’s computer, allow access to the peripheral.
6 Install the drivers for the peripheral on the client’s computer.

LO 6: Administer and support peripheral services

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INTRODUCTION Learning Guide # 3

This learning guide is developed to provide you the necessary information regarding the following content
coverage and topics –
Assigning priorities
Managing peripherals with software
Monitoring usage
Maintenance schedules
Conducting maintenance
Creating templates and forms
This guide will also assist you to attain the learning outcome stated in the cover page.
Specifically, upon completion of this Learning Guide, you will be able to –
Priority is assigned to control queues based on organizational requirement.
Settings on the network is configured to create maintenance schedules, usage logs, and cost center
usage statistics

Methods are demonstrated to the user for using peripheral services from their application or workstation

Information sheet 1 Assigning priorities

Physical versus logical printers
The priority of printers is normally controlled by the operating system. To understand priorities, you first need to
know the terms that operating systems use to distinguish between physical and logical printers (the latter refers to
the software name). Some operating systems also use the concept of a queue. Software such as Windows uses the
term print device when referring to the physical printer. The term printer is then used as the logical name that
will be used to connect to a physical printer.
Very often, the same name may be used to describe a printer and a print device, since it is a one-to-one chain.
However, it is possible to have multiple printer names refer to the same print device. This facility allows you to
allocate priorities. You set up a single print device, but allocate two or more printers to it. Each printer then has a
different priority. You then use the security and sharing features of each printer to only allow appropriate users or
groups to access each one.
For example, if you have three printers called:
 Laser_High
 Laser_Normal
 Laser_Low.

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You set appropriate priorities to each printer that uses the same print device. For example, you can allow:
 executives to access Laser_High
 managers to access Laser_Normal, and
 everyone can access Laser_Low.
If an executive sends a print job to their printer it will take priority over any lower priority jobs in the queue.
Managing peripherals with software
The means to manage a peripheral are provided with the operating system, or with driver software, or
as a specific application from the vendor. Software may also be available from third parties. There are
many firms that specialise in print management software, for instance, particularly for large businesses.
Possible functions depend on the type and model of the peripheral. Some management functions for
printers include being able to:
 start, stop or reset the printer device and/or printer queues
 set a form for the printer
 perform testing operations or cleaning of an inkjet printer.
The management software may also configure a network printer automatically, or automatically
download updated printer drivers. It may also monitor consumables and alert administrators to perform
status checks on paper and toner levels, thereby minimising the printer downtime (and improving client
relationships).
In many cases, the means to set access and priorities is normally provided with the operating system.
Other configurations may be set up by an administrator, but may also be changed by users if they have
access to those tools.

Monitoring usage
Some organisations are keen to track the usage of peripherals, especially printers. For example, it can
be done as part of an accounting procedure, to ensure sufficient capacity, or to keep track of
consumable items.
Most printers allow a report to be produced, or the printer may have a counter. With many, the
configuration report displays the number of pages printed. It also lists the number of pages printed at a
higher fuser temperature (at which the toner is melted onto paper) if this mode has been selected.

Maintenance schedules
Printers, in particular, have many moving parts subject to wear as well as consumables that run out.
They require more maintenance than purely electronic or solid state components.
Device manuals normally specify maintenance schedules. Some maintenance is time-based and other
forms are usage-based, such as with printer toner, the need to replace which is shown by a warning
light on the printer, or in the case of a large network printer with management software, an automatic
email may be sent to the administrator. Paper can be considered a time-based consumable because if
packets of it are left open for more than a few weeks it can dry or be subject to moisture, humidity or
dust. These changes alter the friction between each sheet and contribute to misfeeds and paper jams. It
is important estimate replacement times for things such as toner and paper so to ensure stock and

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minimise user disruption. You do not want to overstock, as some consumables are expensive and
subject to falling quality over time. Laser printer developers, for instance, usually have a limited
working life.

Conducting maintenance
Once you have a maintenance schedule organised you then follow the instructions as the need for
maintenance that arises. Most peripherals have detailed instruction books, including diagrams that
show you how to perform routine maintenance tasks. Proper care of peripherals will improve their
long-term functioning and reliability.
It is important to follow the instructions in the manuals, especially any health and safety warnings. You
should also dispose of any spent consumables in accordance with the manufacturer’s
recommendations.
For example, you should wear gloves when changing any printer toner. When disposing of the empty
cartridge, place it in the container it arrived in and either put it in the bin or organise a recycling
company to collect it.
The care of computer equipment usually falls under three categories:
1 external components
2 internal components
3 software.

External components
External components should usually be wiped down with the proper cleaning fluid and technique. For
example, do not use soap and water to clean a keyboard. This can short-circuit the keyboard or cause
the keys to stick when in use.
A mouse with a roller ball can stop tracking correctly because of dirt. Use a proper cleaning solution or
alcohol on a lint-free cloth to clean the exterior. Remove the mouse ball from its cover. Clean the ball
with the cleaning solution or warm water and dry it off. Remove any lint or dust from the rollers inside
the mouse ball housing. You may need to use a cotton bud.
Internal components
Dust and dirt tend to build up inside computer equipment. In a PC, too much dust can cause the system
to overheat or crash. Unplug the computer equipment before you open it up. Use compressed air or a
vacuum cleaner to remove as much dust as possible. All computers and many peripherals have a power
supply that is cooled by a fan, which pulls air in through vents. You can normally remove the dust by
blowing compressed air into the vent holes of the power supply, which will force the dust out of the fan
and the vents.
Cleaning monitors
Monitors should be cleaned with an anti-static cleaner made for electronic equipment. Always
spray the cleaning product on a lint-free cloth then wipe the monitor. This technique prevents
excess liquid being applied to surfaces, and leaking into the edges of the monitor.
Qualified technicians only
The cathode ray tube (CRT) in a colour monitor is powered by 25,000 volts of electricity. This
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makes it dangerous to work with — leave all internal maintenance to a qualified technician.
Special care needs to be taken, such as not wearing metal jewellery when working with high-
voltage equipment. Even when not in use, the CRT acts like a capacitor and can retain a charge.
Never touch the high-voltage anode near the front of the CRT, because it can give you a fatal
electric shock.
Cleaning printers
Most printers come with instructions for maintenance and you should always follow them.
Laser printers can become very hot. The toner that provides the image on the paper is fused to
the paper. The fuser assembly can reach temperatures of 600 degrees and can cause severe
burns. The laser radiation can cause serious eye damage. Most of them will have safety
switches that disable the laser radiation when opened. However, you should always turn off the
printer before you open it.
Laser printer cleaning
The instructions below for cleaning a laser printer are only for general information. Always
check your manual.
 Wear protective gloves and non-conductive rubber-soled shoes to avoid any electrical
shocks.
 Spray the cleaning product on a lint-free cloth, and then wipe the printer. You may have
to do this after cleaning the following components, as dirt, dust and toner are moved
around by this activity.
 Blow compressed air into the power supply vents to remove dust, or use a vacuum cleaner.
 If possible, remove the toner, developer and separator pad.
 Wipe the separator pad, removing excess toner.
 Wipe the outside of the toner and developer very gently.
 Vacuum out any excess toner inside the printer.
 Clean the connectors and contacts inside the printer using a contact cleaner.
 Put the toner, developer and separator pad back inside the printer.
 Remove the cables and use the contact cleaner to clean the cable connections.
Software
At times, users may not be able to access a peripheral. This may require re-installing the software
drivers for the peripheral. If the user has a new computer with a different operating system, the driver for
the operating system must be installed. At other times, the drivers may be updated to eliminate any bugs
or to run more smoothly with the operating system. New drivers can usually be found on the vendor’s
website.
Creating templates and forms
Templates and forms can make it easier to follow a maintenance schedule.
By using templates, an organisation can lift the standard of documentation and it becomes easier to find
information in documents. Templates can speed the process of creating new documents, as much work is
already done.
Consistency of layout and design helps clients easily recognise where the document has originated. For

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example, the header may always have the page number and document name, with the section name of
the document, the version number and date completed in the footer. The start of the document may
contain the heading page, contents, author and introduction.
Templates are useful for enforcing consistency of style also and in some cases provide much of the text,
which may then only require a small amount of editing. This is most common in specification
documents, which may all contain similar information with only a small amount of information needing
to be tailored for a specific job.
Many organisations store templates in a networked or shared area. The user opens the template, and then
saves it as a normal document in their individual folder. As an example, a template for the LAN
administrators of an IT department to record their maintenance schedules may include: dates; parts for
maintenance; frequency of maintenance; whether an automatic or manual schedule; the date that the next
maintenance is to be performed.
The information may be stored directly in a database to then view the maintenance history of a piece of
hardware. Usually, a paper copy of the maintenance task is required with the signature of the technician
who performed it, but an electronic signature is now possible also.

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