PS ADVISORY NO. | 2015 FOR: ALL HEADS OF OFFICE, BUREAUS, SERVICES AND REGIONAL OFFICES 30 SEP Mg FROM: b See SUBJECT: END-USERS GUIDE ON ROUTINE PREVENTIVE MAINTENANCE OF : PERSONAL COMPUTERS, LAPTOPS AND PRINTERS DATE: 29 SEPTEMBER 2015 ‘As part of the DOLE Quality Management System (QMS) initiatives, the Planning Service (PS) has established a Preventive Maintenance (PM) Program on the Department's Information and Communications Technology (ICT) equipment particularly on personal computers (PCs), laptops and printers. This is to ensure that the ICT equipment is well-maintained for optimum performance and to attain their maximum shelf life While the PS-Managerent Information Systems Division is in charge of the conduct of the Physical Annual Preventive Maintenance Program for ICT Equipment of OSEC, Bureaus and Services, all usets of ICT equipment (including at the Regional Offices) are requested to perform an individual routine preventive maintenance on his/her unit that will further prolong the useful life of the equipment. Ih view thereof, the Planning Service has provided the attached Routine Preventive Maintenance of ICT Equipment End-Users Guide for instructions. For queries and consultation, please contact the MISD-PS at 527-3000 local 613. For your guidance and appropriate action, please. Attachment: ROUTINE PREVENTIVE MAINTENANCE OF PERSONAL COMPUTERS, LAPTOPS AND PRINTERS END-USERS GUIDEmite Department of Labor and Employment A ot AN END-USERS GUIDE \ wont nook eo SeTable of Contents Cleaning the CPU box Cleaning the Monitor Cleaning the Keyboard Cleaning the Mouse Maintaining Free Space on the Hard Disk ‘Anti-virus Monitoring and Scanning Operating System (0S) Updates Miscellaneous Printer 10 13GUIDELINES AND PROCEDURES ‘The following procedures and practices for the proper use andmaintenance of equipment are recommended for guidance of all ICT users of DOLE: |. Cleaning the CPU Box Frequency: Once a week Dust can clog your computer's CPU box, particularly vents for the power supply and cooling fans, which will eventually cause your computer to overheat. To dust-off the CPU box, follow the steps below: 1. Tum off the computer and unplug it from the power outlet. 2. Using a rag, brush or vacuum cleaner, clean the dust from the computer unit. 3. Aside from removing the dust from the CPU box, it is also recommended that you check all the cables to see if there are loose connections. 4. Never place Food and drinks near the unit.|i, Cleaning the Monitor Frequency: Once a week A. Flat panel monitors ‘These monitors usually have plastic screens and other components that can be damaged by cleaning products that use chemicals (benzene, thinner, ammonia, and acetone) and abrasives. To clean this kind of monitor. 1. Lightly dampen a soft, clean cloth with water, and use that to clean the screen.To check if the Printer's driver is updated, follow these steps: 1. Click Start, Go to Devices and Printers. 2. Right click the printer. 3. Click Properties 4. Go to Hardware tab and click properties 5. Go to Driver tab for the driver details. For queries and consultation, please contact the MISD-PS at 527-3000 local 613. You may also visit our "Know IT" virtual tech support webpage at knowit.dole.gov.ph. 14 Il Cleaning the Keyboard Frequency: Once a week Make sure your computer is turned off before you work on your keyboard. You can use a rag or vacuum cleaner to clean dirtidust ‘on your keyboard. 1. Tum it upside-down and shake it gently to dislodge dirt and debris. 2. Do not disassemble it. 3. Cleaning materials such as pads or swabs that contain a cleaning liquid can be used on the keys and upper surface.IV. Cleaning the Mouse Frequency: Once a week Properly cleaning a mouse does not only avoid malfunction but will ‘make it easier to use and prevent the cursor from “jumping around” on the screen due to dirty rollers. A. For Mouse with ball/roller 2. Remove the mouse from the computer. 3. Clean the ball with clear tape. 4, Hold it upside-down and shake out dust and debris. 1. Make sure the computer is tumed off. 3 B. For Optical Mouse ‘An optical mouse uses laser to track movement. It does not have ‘@ mouse ball or roller, hence, does not require the kind of cleaning that a mouse with ball does. 1. To clean it, simply wipe the glass on the bottom of the mouse that houses the laser using a smooth cloth (lightly damp the cloth when necessary to remove sticky dit). 1 PRINTER Frequency: Once a week To check if the /O Ports and Connectors are working, follow these 1. Plug the power cord into the outlet. 2. Plug the printer's USB cable to computer. 3. Turn on the Printer. 4. Check if there is light, if none it's not properly plugged in or Ge » 13:. Physical Security 1. Minimize the amount of paper and sensitive information left on desks atter performing data encoding, report preparation or other similar tasks; . Lock these documents in cabinet ‘Survey the building and deal with obvious problems; Use strong locks for doors and windows; If not officially required, do not bring home office laptops and other mobile devices that contain sensitive data or information; and 6. If not in use, make sure that the laptop is properly turned off and place it inside of a secured cabinet. geen 12 V., Maintaining Free Space on the Hard Disk Frequency: Once a month Low disk space on your computer can adversely affect its efficiency and overall performance. Operating Systems require a minimum disk space size to work properly. Freeing the hard disk of unwanted, rarely used, and archived files and maintaining at least 40 percent free space can improve computer speed A. Running Disk Cleanup Utility 1. Open Disk Cleanup by clicking the Start button Picture. In the search box, type Disk Cleanup, and then, in the list of results, Glick Disk Cleanup. 2. In the Drives list, click the hard disk drive that you want to clean up, and then click OK. 3. In the Disk Cleanup dialog box, on the Disk Cleanup tab, select the check boxes for the files that you want to delete, and then click OK. 4. In the message that appears, click Delete files.B. Running Disk Defragmenter The Windows Disk deftagmenter organizes files and data into areas that helps the computer run smoothly. It moves the frequently used files to an easy access area and the least used files, to the opposite. It also gathers fragmented files and groups them back together. In short, Disk Defragmenter consolidates fragmented files on your computer's hard disk to improve system performance. Follow the steps below according to the operating system of your computer: For Windows XP 1. Open My Computer; 2. Right-click the local disk volume that you want to defragment, and then click Properties; 3. On the Tools tab, click Defragment Now; and 4. Click Defragment. b. Data Backup 1. Back up important documents, photos, videos, email messages, etc. to CD, DVD, Flash drive or portablefexternal hard drive at regular intervals. 2. Keep multiple backup copies of important data; 3. Keep your backup in a safe place; and 4. Verity your backup process for its effectiveness. "VIII. Miscellaneous Frequency: Once a quarter Aside from conducting preventive maintenance procedures, the computer user or operator is required to follow certain precautionary steps to ensure the security of the computer and its stored data. a. Basic Security Although, no one can secure a computer system completely, but chances of attacks to computer system can be reduced if the user or operator follows certain security principles. Listed below are some of the guiding principles that a computer user or operator ‘must bear in mind in order to protect the machine from external threats: 1. Use strong passwords for log-on screen, and change it regularly (monthly or quarterly). 2.DO NOT share your password to other users. If more users are required to operate the computer or have access to an application, each should be given a user account and password. 3. Log-off from the active mode or activate the Screensaver with password protection before leaving the machine, 4, Regularly check if the computer is affected by a virus, spyware and/or adware by regularly using the virus and malware scan features of the anti-virus system. 5. Regularly back up important files. 6. Turn off your system or disconnect from the Internet when not in use. 7. Ensure the physical security of all hardware used; and 8. Be aware of current security threats, vulnerabilities and attack techniques. 9. Consult your IT Officer for more information about these. 10 For Windows Vista 1. Goto Start Menu; 2. Click All Program 3. Click Accessories: 4. Click System Tools; 5. Choose Disk Defragmenter 6. Click Defragment Now button, For Windows 7 1. Click start button; 2. Choose “All Programs”; 3. Click Accessories; 4. Click “System Tools’ 5. Click “Disk Defragmenter” ; 6. Click the letter of the disk to defragment; 7. Click “Analyze Disk’ for fragmentation analysis on the disk; and 8. Click the Defragment Disk to perform defragmentation.VI. Anti-virus Monitoring and Scanning Frequency: Once a month Computers joined to the DOLE network are automatically covered by Anti Virus protection. Each time, a user logs-in, the latest virus- pattern update is copied to the client computer. To those who are not connected to the DOLE Network follow these procedure. (ex. Bureaus and Laptops) 1. Click Mcafee antivirus icon at lower right comer of your monitor 2. Click “About” to display the details 3. Check “Mcafee Agent Version and security update" (date of last security update must be within last two (2) months) 5. Note “Scan engine version” 6. Note if its “Licensed” 7. Report to MISD-Planning any deviations above Visca Con sae een ees Ag Cc @>= Box BG SHO | Bovte oven tet enti [Binered neon ay oueetstoo7s Gowscer seer nas Bouretretnage hy Reaostrela, Gracn tea steaied Brsaiyste Day SOA helped Med, VII. Operating System (0S) Updates Frequency: Once a month Computers joined and connected to the DOLE network are automatically covered by Automatic Operating System updating. To those who are not connected to the DOLE Network follow these procedure. (ex. Bureaus and Laptops) 1. Click Start icon at lower left portion of monitor then choose “All programs” 2. Click ‘windows update” 3. Click “Check for Updates” button 4. Click “View update” update history will be displayed. 5. Note the recent update record.