9

ICT
(For STE Program)
 9
ICT
Quarter 4 – Module 4
MAINTAIN COMPUTER SYSTEMS AND
NETWORKS IN ACCORDANCE WITH
ESTABLISHED PROCEDURES

Prepared by:

FRITZIE S. ESTRADA
 Department of Education • Republic of the Philippines
ICT 9
Quarter 4 – Module 4

MAINTAIN COMPUTER SYSTEMS AND NETWORKS IN

ACCORDANCE WITH ESTABLISHED PROCEDURES

LEARNING OBJECTIVES:

• To prepare a maintenance plan for computer systems and networks

• To determine the ways and procedure of maintaining computer systems and
networks
• To maintain computer system and networks

INFORMATION SHEET:
COMPUTER MAINTENANCE AND MAINTENANCE PLAN

It is hard to imagine our lives without computers. For most of us, the days are
few and far between when we do not use our computers to pay bills, play games, surf
the internet, or a plethora of other activities, and that is just on our own time. Most
people need computers to get their professional work done as well. Since computers
are such an integral part of our lives, it is crucial that we take care of them by having
them properly maintained.

Computer Maintenance is the practice of keeping computers in a good state

of repair and physical health. Meaning, it’s a set of maintenance tasks and procedures
that help to keep the computer software and hardware updated and operational.
Regularly maintained computers are reliable and can operate at their peak
performance all the time.

A computer which is left untreated, can accumulate dust and debris, which may
result on slow performance. A computer containing accumulated dust and debris may
not run properly. Dust and debris will accumulate as a result of air cooling. Any filters
used to mitigate this need regular service and changes. If the cooling system is not
filtered then regular computer cleaning may prevent short circuits and overheating.
Additionally, your computer may get infected with virus or malware if your antivirus is
not updated. Computers work well when they are taken cared of, you could have the
best computer money can buy, but without regular PC maintenance, you may not get
the best bang for your buck.
 Computer maintenance is necessary.to keep the computer running smoothly.
Here are reasons why regular computer maintenance is a good idea.

1. Speed Up Your Computer

Nothing can be more frustrating than a computer that processes too slowly. But,
as most of us can attest, over time our computers get clogged up with files and
everything gets disorganized and fragmented. The result is slow processing times and
your computer taking longer to load and programs and files access becomes delayed.
We all hate slow computers and with timely maintenance, you can guarantee that your
computer is running properly and at an optimal speed.

2. Early Detection of Issues

Computers can be temperamental and unpredictable, whether new or old, and

we all know that small issues can become huge problems before we know it. But,
having regular maintenance check done on your computer can eradicate small issues
before they become big problems. Small issues can pop up at any time, even when
your computer is new.

One of the great things about maintenance for your computer is that you can
identify any issues before they become too severe. When your computer isn’t
maintained, it can run into problems that will need to be addressed; when problems
aren’t addressed there can be consequences. A regular maintenance session can
save you a lot of headaches when the computer starts to age.

3. Prevention Against Viruses and Malware

It seems like no matter how often we sweep our computers or run virus checks
on them, our computers are still vulnerable to harmful viruses. There are innumerable
viruses and malware already out there just waiting to infect computers, and more are
being created every day. Some are meant to be a daily annoyance and slow down the
processing time of the computer or make pop-up messages appear, but others can
infect entire operating systems. When this occurs either at home or a business, it can
be costly to fix and can even cost a company money in other ways such as loss of
productivity. But, keeping computers well-maintained can keep both viruses and
malware away and keep your computer running in tip-top shape. Regular
maintenance can also help you ensure your antivirus software is up-to-date and
working properly.

By keeping your computer in great shape with maintenance, it can extend the
life of your computer. Computers slow down when they reach a certain point but
sticking with maintenance can help it run more efficiently.

4. Maximize your Software Efficiency

Another reason your computer may slow down over time is that your software
package is getting old. Since this change happens gradually, your computer simply
gets used to it and thinks that it is normal. But, having regularly scheduled
maintenance on your computer will clean out any issues and have your software
running perfectly again.

5. Prevent Data Loss

Although data loss is uncommon, if it does happen, it can wreak havoc on your
life. When your computer starts running slowly or begins having occasional hiccups, it
can require a system reboot that can ultimately result in lost data. However, keeping
your computer maintained will lessen the likelihood of these instances and keep your
data safe and secure for when you need to access it.

2 MAIN COMPONENTS OF SYSTEM MAINTENANCE

System maintenance encompasses various forms of computer maintenance

needed to keep a system running. The two main components of system maintenance
are preventive and corrective maintenance. Preventive maintenance involves taking
measures to help keep the system functioning, whereas corrective maintenance
involves the replacement or repair of a system or its components after they have
already failed.

Preventive Maintenance

Preventive maintenance is defined as the proactive maintenance of equipment

before a fault or failure occurs. Preventive maintenance involves routine tasks to
ensure that your system is running optimally and to avoid problems before they arise.
This is similar to routine maintenance performed on a car: In the same way you need
to periodically check the oil, lights, engine, and other parts of the car in order for it to
run smoothly, the same principle applies to preventive maintenance for a computer.
There are several preventative measures you can take, including installing Windows
updates, scanning for viruses and malware, and running cleaning programs. Anti-virus
and anti-malware scans should be run at least once a week. Be sure to run updates
for these programs whenever they’re released, as new viruses and malware spring up
constantly. Keeping your network secure, installing a firewall, and using safe
downloading practices can protect your computer and any information on it from being
compromised. Power surges and overheating can destroy electronic equipment, so
protect your hardware by investing in a surge protector and cleaning your equipment
periodically to remove dust. Should any preventative measures fail, it is always a good
idea to have a backup for important files: Invest in an external hard drive to save any
important files should your computer need replacing.

Corrective Maintenance

Corrective maintenance, commonly referred to as 'repair,' is the correction of a

problem after the computer has already broken down. The goal of this form of
maintenance is to restore operability to the system by either correcting the problem or
replacing the damaged components. Common corrective measures involve removing
viruses and malware, uninstalling harmful programs, reformatting, and running a
system restore, among others. Many common computer problems are easily fixed and
don't require an IT professional. To perform corrective maintenance, it is important to
first diagnose the problem and figure out the root cause. If you are unsure of the cause
or how to fix your problem, consulting an IT professional would be the best course of
action.

Making Your Machine More Reliable

There are many small steps one can take to optimize computer performance so
it is faster and more reliable. Not having sufficient hard-drive space can slow down
your computer significantly. Clear out hard-drive space by removing unnecessary
programs and defragmenting your hard drive. Defragmentation helps speed up your
computer and should be performed at least once a month. When you install new
programs, you will often be presented with the option of having the program start
automatically when you turn on the computer; sometimes, this is the default option.
The more programs you have running automatically, the slower the performance of
your computer, so you should disable this whenever possible. To make your Internet
connection run faster, one of the simplest things you can do is to clear your Web
history and delete temporary Internet files. The more often you perform these actions,
the less time it takes, so try to aim for at least once a week. Spyware and malware can
also be the cause of slow Internet speed. Make sure you have anti-malware programs
installed, update them whenever necessary, and run a scan at least once a week. You
can avoid spyware and malware by exercising safe downloading practices, such as
downloading from reputable sites. If you are unsure of the safety or legitimacy of a
program, run a Google search to see what information you can find, and if you're still
in doubt, refrain from installing the program completely.

BASIC COMPUTER MAINTENANCE (To improve slow performance of PC)

Dust Control

Dust is very harmful for computer parts. Excess dust can cause mechanical
failures, particularly on computer components with moving parts. Computers should
be dusted regularly by using compressed air machines.
Disk Defragmenter

Used to organize files on the hard drive and optimize free space, improving the
speed and performance of the computer. Some applications may fail outright if the
disk becomes too fragmented.
Scan Disk/ Check Now

For hard disk faults, use Scan disk/Check now to scan the hard disk for faults
and even repair them if possible. This option will check the Hard disk for errors.

Excess and Unused Files

• As a hard disk becomes full, the computer’s performance is reduced. q It takes

more (me to find and access needed files.
• Defragmentation is not as successful due to a lack of free space to temporarily
move files to while they are being rearranged .
• Therefore, it is wise for a computer user not to keep files that are no longer
needed.
• Files that have been stored in a user’s documents folder that are no longer
needed (such as extra photos or older versions of documents) should be
deleted.

Disk Cleanup

The Disk Cleanup Utility can determine which files on your hard drive may no
longer be needed and delete those files. In addition to freeing up potentially significant
amounts of hard drive space, using this utility regularly can improve system
performance.

A typical example of a fully loaded Local Hard

Disk drive

Deleting Browsing History

• The browser stores the recent history of the web pages that the user has
viewed,
• This makes it easier to find and load these web pages again.
• The browser also stores other small bits of information such as data entered
into forms and usernames or passwords if a user has asked a web page to
“remember me” (although this is not a good idea for shared computers).
• This stored information can be easily deleted

Startup Folder

• Some programs will automatically put a shortcut in the Startup folder, forcing
the program to automatically launch when you turn the computer on or log in.
Sometimes this is desirable, sometimes not. Either way, this practice may slow
 your computer down to various degrees, and with the program running all the
(me, may slow down the performance of your computer.
• Delete some of the programs in the Startup folder.

Software Inventory

Once the hard disk becomes full, a computer’s performance is reduced. To

avoid installing software that are not necessary, system inventory will require you
knowing what software is needed/wanted on your computer.

Note: Please use caution when uninstalling software. In order to reinstall, you will need
the original software installation files.

Protect Your PC From Cyber-Threats Or Malware

The cyber-world is full of threats such as viruses, spyware, Trojans, Worms and
etc. These cyber-threats can cause huge dilemmas to your computer. These
undesirable programs, which are usually added without a user’s knowledge, can
significantly slow down the performance of a computer.

The best ways to prevent virus infections are:

• Keeping antivirus software up to date and running scans on a regular basis
• Strict policies should be put in place to prevent virus infection e.g. prohibiting
the use of flash drives, or require Flash disk to be scanned before use.
• Other policy to consider is the prohibition of downloading, since unsuspecting
users can accidentally download malware.
• A firewall may also be used to blocks dangerous downloads.

UPDATING SOFTWARE

• It is important for a computer user to find and install software updates in order
to have well performing computers.
• Updating software can be done in a variety of ways, Automatic Updates,
Automatic Alerts for Updates, Manual Updating, Offline Updating.

OVERHEATING

Excessive heat can cause a significant decrease in computer performance.

• In order to cool down an overheated computer processor, avoid operating the

computer if the case is in an enclosed space. (such as a drawer or cupboard).
• Also cool the room with fans or air-conditioning.
• Also verify that all of the fans in the computer case are functioning properly.
Note: Modern computers have safeguards that shut down the system if a component
is overheating.

INSUFFICIENT RAM

Computer needs sufficient RAM to perform the desired functions once the
memory is not sufficient. The performance will be slow. This problem is most likely if
the computer is rather old and has had a newer (and more memory demanding)
operating system installed.

ENDURANCE

Lastly, one important hint to also keep in mind when you are using a computer
is to be patient. Sometimes the computer has to “think” too! (process)

Note: Avoid opening too many programs at a time. It will reduce the performance of
the computer.

What is a Computer Maintenance Plan?

Computer Maintenance Plan is a list of predefined procedures and tasks

needed to keep a computer in good condition. There are thorough maintenance
checks needed on a computer to avoid unnecessary downtime and failure.
Your computer is a key component of your digital communication and network, its
hardware and software must be custom tailored to your office computing needs. Your
computer network must also be properly maintained to function properly and avoid
system downtime or loss of computer data.

Maintenance Tasks and Procedures

Computer maintenance tasks include reviewing the computer’s performance,

ensuring that automated system monitoring utilities are properly installed and
configured, identifying potential security risks and backing up data at regular intervals.
The maintenance procedure is part of a wider policy which defines what, how, and
when the required changes can occur. The procedure also defines step by step low-
level actions.

Maintenance Plan

A solid computer maintenance plan generally requires several steps, including:

• Checking computer log files

• Assessing hard disk space
• Examining computer folder permissions
 • Monitoring computer temperature
• Ensuring adequate redundancy of computer systems
• Examining security features
• Examining computer cleaning
• Installing security software patches
• Reading computer logs for security alerts or evidence of computer hacking
attempts
• Updating antivirus software on all computers on the network
• Updating critical service packs and software updates
• Performing regular comprehensive back-ups to ensure that vital data can
be retrieved from storage in the event of a system failure.

Scope of Maintenance

Computer Maintenance includes:

• All types of computers and laptops and its peripherals

• All internal computer components, i.e. Processor, Memory, hard-drives and any
internal cards.
• Operating System (including Windows, Unix, Linux and Solaris) – Maintenance
service relates to the operational readiness and security of the system which
includes Operating System re-installation and application of Security Patches
and Service Releases.

Maintenance Checklist

This checklist will help you to do a quick self-evaluation to see how safe and
efficient your computer systems are. It also guides you on what to do in conducting
regular maintenance of your desktop PC or laptop.

Computer Security

Security and application functionality should also be examined. If required,

security patches should be installed on individual computers within the network to
ensure that data is secure. The review should also include reading computer logs for
evidence of computer hacking attempts or security alerts. In addition, the administrator
should ensure that antivirus software is updated on all of the computers in the network.

Maintenance Window

During server maintenance, any essential service packs and software updates
should be installed on the network computers. Typically, this work can be done after
working hours so that network user activity is not disturbed. When necessary, a system
correction, system restoration, or hardware component replacement may also need to
be made.

Backup Plan

A comprehensive backup plan should also be included. In the event of a system

failure, the backup data will be vital in helping the network users retrieve their stored
information. Depending on what kind of data is stored on a computer, it may need to
be backed up daily, weekly, bi-monthly, or monthly. A good backup plan should always
be tested regularly to ensure that it will meet data recovery requirements.

Sample Preventive Maintenance Task Sheets for Desktop PCs and Laptops
 WORKSHEET

Direction: Fill in the blanks.

1. __________ contains programs that force to automatically launch when you

turn the computer on or log in.
2. __________ is used to organize files on the hard drive which becomes too
fragmented and optimize free space, improving the speed and performance of
the computer.
3. __________ involves taking measures to help keep the system functioning
4. __________ is a list of predefined procedures and tasks needed to keep a
computer in good condition.
5. __________ is a utility software that can determine which files on your hard
drive may no longer be needed and delete those files.
6. __________ involves the replacement or repair of a system or its components
after they have already failed.
7. __________ scans the hard disk for faults and even repair them if possible
and checks the hard disk for errors.
8. __________ is the practice of keeping computers in a good state of repair and
physical health.
9. Computers are vulnerable to harmful __________ and malwares which slow
down the processing time of the computer.
10. __________ is very harmful for computer parts and can cause mechanical
failures, particularly on computer components with moving parts.
 PERFORMANCE TASK

Direction: Prepare a Maintenance Plan for a computer network. It could be on a

daily, weekly, monthly, quarterly or yearly basis. Be specific with the tasks and
procedures.

SELF-CHECK ACTIVITY

Direction: ENUMERATION.

1. Five Reasons Why Computer Maintenance is Important

2. Two Main Components of System Maintenance

3. Eight Maintenance Tasks or Procedures

REFERENCES

Computer Hardware Repairs and Maintenance Presentation By Akusa Peter Aker

Assistant Chief Programme Analyst National Judicial Institute, Abuja.

https://en.wikipedia.org

https://www.mapcon.com/us-en/learning-about-types-of-computer-maintenance

https://sourceitweb.com/why-computer-maintenance-important/

https://www.ukdatacentercleaning.co.uk/computer-cleaning/computer-maintenance/

https://westcountycomputers.com/2017/09/26/5-reasons-computer-maintenance-
important/

https://www.printablesample.com/computer-maintenance-list-templates.html