unit 11 – maintaining computer systems j/601/7329 lo3 - be able to perform routine housekeeping on...

Unit 11Unit 11 – Maintaining Computer

Systems J/601/7329

LO3 - Be able to perform routine housekeeping on Computer Systems

Scenario Tasks 1 2 3 4 9 10 11 12Criteria 5 6 7 8

This unit will give learners an understanding of the role of an IT services practitioner. Learners will identify that in the role the IT services practitioner has to be able to make good judgement based on advantages and disadvantages of any planned changes to a company system.

The practitioner will have to be able to monitor and balance the improvements/ maintenance to the computer system, without the company having too much disruption.

The aim of this unit is to introduce learners to the role and responsibilities of an IT practitioner with a focus on the field of computer systems maintenance.

Unit 11 – Maintaining Computer Systems - Scenario


Learning Outcome (LO) The learner will:

Pass The assessment criteria are the pass requirements for this unit. The learner can:

Merit For merit the evidence must show that, in addition to the pass criteria, the learner is able to:

Distinction For distinction the evidence must show that, in addition to the pass and merit criteria, the learner is able to:

1 Understand theOrganisational issues related to computer system maintenance

P1 Explain the issues Businesses must consider when planning computer systems Maintenance

P2 Assess the health and safety risks facing the practitioner when maintaining computerSystems

M1 - Identify the precautions that should be taken during routinemaintenance procedures

2 Know how to plancomputer systemMaintenance

P3 Describe a planning technique that can be used to schedulemaintenance activities

M2 - Create a plan forscheduled maintenanceActivities

D1 - Explain the benefits to an Business of regularmaintenance activities

3 Be able to perform routine housekeeping on computer systems

P4 Perform routine housekeeping on a computer system

4 Be able to monitor and improve systemsPerformance

P5 Use monitoring tools to assess system Performance

P6 Improve a system by upgrading hardware and software

M3 - Test the functionality of the system after upgrade

D2 - Compare the improvements and restrictions of the upgraded system against the original installation

LO1 - Assessment Criteria


Learners should demonstrate they can perform routine maintenance procedures. This could be evidenced with observation records, witness statements, photos with notes, etc. They will need to evidence a house keeping activity from each category in the teaching content; File management Cleaning Maintenance.

This should be a hands on exercise where learners will have the opportunity to perform the routine housekeeping on a live system; a virtualised environment will also benefit the learners giving them some experience before working on the live systems. This may be completed in groups with all learners taking an active role.

Before the learners perform any practical exercises on the systems they could show they can identify and record any potential health and safety issues.

Learners will need to have some theoretical knowledge on what routine and non-routine tasks are followed by practical exercises on managing file systems, cleaning and ventilation and maintain the systems.

Most of the housekeeping tasks can be performed on a PC but back-up procedures might cause a problem, here a group of PC’s networked would be needed or if that is not available a virtualised environment could be used.

LO3 - Perform Routine Housekeeping on Computer Systems - Scenario


The key to a long term system functioning is to maintain the network and each system. After a period of time computers seem to get slower and that is because people do not manage the computer programs after installing. Running through basic functions can fix most of these issues. Take your computer to a tech repair place and this what they do and charge a lot of money for doing routine tasks.

Business, naming, deletion and archiving of files – The folder structure that has been created with the employment of User Profiles creates a single folder for Documents and one each for Document types. So Office will have one folder for all Office documents. After a period of time it gets harder to find things, files are often saved as Document 1 or the first words in the first sentence of the file. And the longer it takes to find a file, the longer it takes to get started with work. Similarly Archiving, putting the old files away in a folder so you only come back to them once in a while is good practice as is getting rid of the files you will not longer need.

Defragmentation and Scandisk – These are useful little programs built into the CLI and GUI on OS’s in order to speed computer and file access up. When a file is saved the file looks for a place on a track to store itself, if there is space it will store in one complete file, if the space is not available, it will store fractions of itself in different areas. When the computer opens the file, the computer hunts for the fractions and patches it back together. This does not take long but if the file was saved intact, the system would not need that process. Defragmenting puts all the files back together as single access files, sorts out the clutter to allow the file to open faster or more reliably.

Deleting temporary files – Office files, Windows files particularly, internet files, these all gather, and the more they gather the more room they take and the slower the applications get. For the Internet particularly, every time the browser opens it looks at the temporary files to speed up finding things. Windows after a year will have a few hundred MB of old files waiting to be deleted and will not remove them until you tell it to.

P4.1 – Task 01 – Explain the purpose and effect routine Technical maintenance will have on a computer and the benefits of these to a user.P4.1 – Task 02 – Produce a guide with examples on how you undertook routine Technical maintenance tasks on a standalone computer system.

Business, naming, deletion and archiving of files Defragmentation and Scandisk Deleting temporary files

P4.1 – Perform routine Housekeeping – File Management


Backing up files is an essential part of every business and is a routine even individual users should get used to. Fortunately over the years the facility, method and price of doing so has steadily come down. In companies, Network backup is a matter of routine, a program some time in the evening or night makes a copy of the network drives onto a tape or hard drive and the jobs done. For an individual the choice of medium is different.

Disks – First there was CD, 700MB, then DVD, 4400MB, now Blu-Ray. These are still not enough to back up a network drive but they are very useful as timed backups. All systems except Thin Client come with these as standard, they run off the IDE cable to the motherboard and act like a separate hard drive, taking a drive letter. Only certain Drives are RW, rewritable, but disks are so cheap that most people do not bother. This is a big step from the 3.5” and the 5.25” drives that were prevalent until 1999.

Pen drives and memory cards – These are the more probably method of System storage and backup people will use. The difference is that pen drives plug straight into the USB drive and memory cards go into sockets or bayonets. Size has changed the way we use them, the standard like memory in the machine has doubled almost every 2 years, what was 32mb 15 years ago and seemed like a lot (the equivalent of 24 floppy disks) now the cast away standard is 8gb, with 16, 32, 64 and larger available in shops. Every supermarket sells them, that’s how common they are, businesses give them away with their logos on them for publicity and it works out roughly at £1 per GB.

Portable and fixed drives – Like Pen Drives, these either plug into the USB drive, tend to be large capacity, bigger than Pen Drives, or they are secondary or third drives inside the computer. Second drives and portable hard drives are cheap, working at about 10gb per £1, sizes of 320gb up to 4tb are common. They are basically mass storage, do not need an OS installed, can work on any computer or OS except Phone or most Tablets and are relatively reliable, Fixed drives more so because they do not get moved around. The can either be SATA or IDE, portable ones are housed in a cradle or dock which is then USB connected.

P4.2 – Perform routine Housekeeping – Backup Storage - Options


Optical media – These are more common now for network storage, capable of saving 120gb on one drive for a complete backup, takes an hour on a standard network to copy down to, can be carried away, and then reused, deleted like a memory stick and resaved. Network managers tend to use these as a medium because of their reliability, set it running, leave it, take it away when done. Sizes of these vary again with price. They are not as easily accessible for home use like memory sticks or USB because they take time to archive and search.

Offsite data storage – This should be an essential part of any secure backup routine, and the easiest approach is to use an online backup service.

Managing a local backup routine can be a chore that often gets postponed and forgotten about, but online backup, which keeps all your files in the cloud, is usually a set-and-forget affair. It’s also more secure than local backup because the data is taken offsite, so you’ll be able to recover it in the event of fire, food or theft. Now that broadband is so fast and cheap, backing up all your data online is a realistic proposition. You can also use synchronisation services to make sure the work you want to take home gets there long before you do, enabling you to access your data wherever you are.

The company running the service will ensure that your data is always readable, making it less hassle for you. However, the downside is that you have to pay a monthly or yearly fee. If you fail to keep up payments, you lose access to your files.

The other potential problem is that if the provider goes bankrupt, there’s a chance you won’t be able to access your data. This means it’s best to use online backup in conjunction with an offline one, but a local backup should be your primary method as it’s secure, quick and convenient.

P4.2 – Task 03 – Explain the purpose and effect routine Backup Storage will have on a computer and the benefits of these to a user.

Disks Pen drives and Memory cards Portable and fixed drives Optical media Offsite data storage

P4.2 – Perform routine Housekeeping – Backup Storage - Options


Backups in applications are vital, programs crash for all sorts of reasons and most of the time they will take your work with it, setting the backup time too short slows the program down, setting it too high means you risk losing more of your work than was necessary. This also includes memory stick and Hard drive backups.

These are things that can be pre-set so the user does not realise they are happening.◦ Configure the Virus Checker for updates and schedule a scan once a

week.◦ Configure the Firewall to update once a week when the machine is likely

to used the least or not at all.◦ Create a System Restore Point◦ Configure the Windows updates to check every time the system goes

online for device and system updates.◦ Configure the backup file and location of the Office applications so they

save every 15mins into a location different from the default file location.◦ Backup files onto a Memory Stick or external drive.

Explain the importance of doing this and the benefits this will have to the user.

P4.2 – Task 04 - Configure the system for updates and program backups in accordance to Acceptance and forward planning procedures.

Virus Checker Firewall Restore Point Windows Update Office backup Backing up onto external Media

P4.2 – Perform routine Housekeeping – Backup Storage - Configuring


After a period of time the hardware on machines and external devices gets more tired, printers start banding or fading, monitors get dusty, fans get blocked up with duct and hair and cause crashes through overheating. Routing hardware maintenance is the key to prolonging the life of good working hardware. Monitors should last three years or more, computer should last 5 years, printers, as long the ink, toner and cartridges get replaced, should last 7 years. Scanners should never die, the scan light is not on long enough to die and the rest is just mechanical. Similarly with cameras, take care of them and they can last a generation even if the technology has moved on.

Cleaning hardware – All sorts of devices are available for cleaning a computer, USB vacuum cleaners for the keyboards, anti static spray for the monitors, Disk cleaners for the DVD drive, scanners for the hard drives etc. All of them have a purpose and help to some degree. Hit your keyboard upside on the desk and see what has gathered over the years, this will get pressed into the gap between keys making them stick.

Keyboard – Keys get sticky, they get food and tissue under them, they generally get dirty, vacuuming helps as does air-spray and cleaning gel for the keys themselves.

Mouse – Infrared mice are better but tissue and dirt sticks to the base after a period of time making them slower and less responsive to movement.

Screen – You cannot just clean a screen with water, anti static spray works better, most of the damage is caused by touching, and wax is resistant to water..

Printers – Cleaning the ink heads is good with an alcohol cloth, cleaning the plastic with soapy water, cleaning the inside like toner with a vacuum cleaner.

Processors – they gather dust and hair, fans slow down and do not cool as much, causing the processor to overheat and crash when on for a prolonged period of time.

Other habits that should be endeared to include:◦ Not drinking or eating over the computer◦ Keeping electronic devices away from disks (specially those with magnets)◦ Placing bases in enclosed areas◦ Placing Disks on desks◦ Not working in an ergonomic environment

P4.3 – Task 05 – Explain the purpose and effect routine Physical maintenance will have on a computer and the benefits to a user.P4.3 – Task 06 – Produce a guide with examples on how you undertook routine Physical maintenance tasks on a standalone computer system.

P4.3 – Perform routine Housekeeping – Physical Maintenance


After a period of time the hardware on machines and external devices gets more tired, printers start banding or fading, monitors get dusty, fans get blocked up with duct and hair and cause crashes through overheating. Routing hardware maintenance is the key to prolonging the life of good working hardware. Monitors should last three years or more, computer should last 5 years, printers, as long the ink, toner and cartridges get replaced, should last 7 years. Scanners should never die, the scan light is not on long enough to die and the rest is just mechanical. Similarly with cameras, take care of them and they can last a generation even if the technology has moved on.

Replacing consumables (e.g. printer paper, toner cartridges) – This should be done on a regular basis, toner is expensive, there are toner saving options to help but they will need replacing sooner or later. The physical process is easy, the printers do not even need not be turned off. Other habits that should be endeared to include:◦ Replacing printer Paper after the summer as pages warp over time◦ Shaking the toner – the left hand side of the cartridge gets used more than the right.◦ Cleaning the base of ink cartridges, ink hardens when not used.◦ Recycling toner cartridges or re-inking ink cartridges.◦ Bagging a toner cartridge when done, the toner ink is toxic.◦ Fanning Paper.

P4.4 – Task 07 – Explain the purpose and effect of replacing consumables will have on a computer and the benefits of these to a user.P4.4 – Task 08 – Produce a guide with examples on how you would go about replacing consumables such as Printer Cartridges in a Business environment.

P4.4 – Perform routine Housekeeping – Physical Maintenance


Component upgrades are the cheaper way to fix machines and most of the time this is the best way. After three years the cost of replacement components will out-weight the cost of replacing the whole machine but in the meantime replacing parts is good practice, environmentally and morally.◦ Hardware (e.g. cards, memory, drives) – Cost of a machine - £250, cost of a

hard drive - £30, Memory - £14, DVD drive - £12. Then benefits to a company of changing the little things over a period of time far out-weight the cost and effort of large scale replacements. It takes minutes to replace memory chips, 5 minutes to replace a DVD drive, longer unfortunately for a hard drive unless drive imaged.

◦ Software (e.g. applications, drivers, patches) – Software changes all the time, updates of browsers are annual, updates for office every 2 years etc. same with almost all other software on a server and base machines. Companies have different ways of upgrading software, manual installing, RDC, setting driver updates through a win.ini command so it updates the next time the machine logs in. This tends to fix bugs and problems, patches holes, writes in new protections etc. and makes hardware devices more OS compatible.

P4.5 – Perform routine Housekeeping – Component Replacement


Precautions are necessary when upgrading and fixing computers and needs to be a concern. Preventative measures tend to help, technicians tend to do most repair work by removing the system from public view and testing it somewhere remote which reduces the risk. Training helps as does vigilance but other issues can occur:

Health and safety – Companies know the policy, mats, wristbands, trip hazards etc. But when technicians install new hardware like scanners and printers there is usually a change in circumstances, plugs have an additional load, there is a new cable, less space on a desk etc. All these cause potential hazards to health and safety. Technicians know the solutions, cable ties, electrical checks, surge adapters etc. but the risks still need to be taken into consideration.

Compatibility – Patches tend to fix compatibility issues but not always. Sometimes the OS will simply not like the hardware you installed, drivers downloaded help but these take time. Buying something that you know is compatible is important, checking forums etc. for issues with compatibility is another precaution network technicians take when deciding what to purchase. Hardware purchased comes with warranties, this helps but does not reduce the time it takes to install and repair. Similarly bugs with issues over conflicts between new hardware and packages are usually discovered later, this becomes something that a scanned network log can benefit from.

P4.5 – Task 09 – Explain the purpose and effect routine component replacement policies will have on a computer and the benefits of these to a user.

P4.5 – Task 10 – Produce a guide with examples on how you undertook at least two component replacement tasks on a standalone computer system and explain how you took the above issues into consideration.

P4.5 – Perform routine Housekeeping – Component Replacement

Hardware Software Health and Safety

Compatibility issues


Approved disposal methods - Technology equipment often contains parts which cannot simply be thrown away. Proper disposal of equipment is both environmentally responsible and often required by law. For instance, hard drives, USB drives, CD-ROMs and other storage media contain various kinds of Company data, some of which is considered sensitive. In order to protect customers and staff data, all storage mediums should be properly erased before being disposed of. However, simply deleting or even formatting data is not considered sufficient. When deleting files or formatting a device, data is marked for deletion, but is still accessible until being overwritten by a new file. Therefore, special tools must be used to securely erase data prior to equipment disposal.

Businessal – Businessal policy should cover any computer/technology equipment or peripheral devices that are no longer needed within a company including personal computers, servers, hard drives, laptops, mainframes, smart phones, or handheld computers, peripherals (i.e., keyboards, mice, speakers), printers, scanners, typewriters, compact and floppy discs, portable storage devices (i.e., USB drives), backup tapes, printed materials.

Such items should on no account be thrown out with your household rubbish because they contain toxic substances, and are effectively hazardous waste. E-waste often ends up in the developing world, and the UN’s Environment Programme is alarmed by the amount of electronic goods which is improperly disposed of overseas.

Companies decide which method works best, is morally, financially and environmentally safe, the choice between these varies from company to company. They can dispose of computer waste by returning the product to the manufacturer, taking the item to a professional waste disposal facility or donating the goods to a non-profit Business.

P4.6 – Perform routine Housekeeping on Computer Systems - Disposal


Manufacturer disposal – It is becoming more common for manufacturers of electronic goods to incorporate e-waste management into their environmental policies and operate consumer recycling schemes. Dell, for example, cover the cost of home pick-up, shipping to the recycling centre, and recycling of any obsolete equipment. The goods are “de-manufactured”, and sorted according to type or material. Materials like steel and aluminium are then re-cycled to make new products, from car parts to plastic toys. Meanwhile non-reusable substances are disposed of in an environmentally sound manner.. Using this scheme help to:◦ reduce of the volume of waste which ends up in landfill sites◦ cut down on the amount of raw materials needed for the manufacture of new products◦ make recycling convenient for the consumer

Professional waste disposal - The process is the same as with a manufacturer scheme, but companies may have to pay for collection and disposal of the waste, there a few waste disposal cowboys out there, so businesses should check that the company:◦ complies with WEEE and other relevant legislation.◦ can provide details of their own Waste Carriers License, and details of any overseas partners they may use. Check with Basel Action Network

for details of those countries which have not signed up to a convention to prevent hazardous waste trafficking.◦ You can search using this list of UK computer recycling and refurbishing outfits.

Donation to charity - A number of non-profit Businesses collect electronic equipment including computers and printers, either for reuse or for de-manufacture and recycling. Recipients pay nothing for the equipment or buy it at a heavily discounted rate. Developing countries benefit most from these schemes, but recipients also include UK community groups.

Businesses need to be sure to check that:◦ Appropriate security measures are in place to prevent unauthorised access, alteration or accidental loss or destruction of personal data, which

is a legal requirement under the 1998 Data Protection Act. Reformatting the hard drive is not sufficient to permanently destroy all data.◦ The Business has a strategy for waste management once the PC becomes obsolete. It’s all very well sending computers to Nigeria to help train

students in IT, but what happens when the equipment becomes obsolete? Is there a programme for disposal or will your donation just end up as e-waste in a backyard 3000 miles away?

In the UK there are now more than fifty non-profit Businesses which collect, refurbish and supply PCs. A well-established choice is Computer Aid International, which has distributed over 150,000 PCs in over 100 countries, making it the global leader in not-for-profit supply of IT equipment.

P4.6 – Task 11 – Discuss the organisational procedures for disposing of old equipment and the merits for your businesses of each procedure.


Manufacturer disposal Professional waste disposal Donation to charity

http://www1.euro.dell.com/content/topics/topic.aspx/emea/topics/services/recycle?c=uk&cs=ukdhs1&l=en&s=dhs

http://ban.org/country_status/country_status_chart.html

http://dl.dropbox.com/u/21130258/resources/InformationSheets/computer%20recyclers%20and%20refurbishers-111011.html

http://www.itforcharities.co.uk/pcs.htm

http://www.computeraid.org/


Regulatory requirements – There are many issues that govern and determine the disposal process of redundant computer equipment. Other than the morality of how to get rid of old equipment, there are laws that cover, laws that can lead to prosecution and fines and further inspections.

Environmental Protection Act 1990 - Businesses have a duty of care to ensure that waste items are consigned to registered carriers, are properly stored, and disposed of at appropriately licensed facilities. Staff within companies who deal with environmental waste matters can all be held accountable and face fines and in severe cases imprisonment if laws are broken.

The Data Protection Act 1998 - The Data Protection Act requires that all information collected by an Business be destroyed when the media on which it is stored becomes redundant. Businesses and individuals within Businesses have a duty of care obligation to ensure that the confidential data they hold is not released in an unauthorised or accidental way, particularly data relating to employees or customers. This includes storage media such as hard disk drives. Noncompliance can lead to heavy fines, compensation for individuals whom have suffered unauthorised disclosure of confidential data and brand damaging media exposure.

The Hazardous Waste Directive 2005 - Since July 2005, most producers of hazardous waste in England and Wales have been required to notify their premises to the Environment Agency and register as a waste producer. A waste transfer note for hazardous waste should be issued by the licensed collecting agent at the time of collection. This registration requirement has replaced the need to pre-notify the Environment Agency of Special Waste movements.



The Waste Electronic & Electrical Equipment Directive (WEEE) - Waste electrical and electronic equipment (WEEE) is the fastest growing element in the municipal waste business. There are many hazardous substances used in IT equipment including lead, cadmium, mercury, bromine compounds and arsenic.

The WEEE Directive aims to minimise the impacts of electrical and electronic equipment on the environment during their life times and when they become waste. It applies to a huge spectrum of products. It encourages and sets criteria for the collection, treatment, recycling and recovery of waste electrical and electronic equipment.

Under this Directive anything that requires an electrical current to flow though it to operate has to be recycled in accordance with the standards set out in the Directive. This includes all I.T. equipment. As an example of how this might affect a Business, any company that disposes of more than 200kg (or 15 CRT monitors put simply) of electrical equipment annually, now has a legal obligation to ensure redundant electronic equipment is disposed of in line with the WEEE.

Landfill Regulations 2002 - The 2002 Landfill Directive has set tighter standards on wastes that can go to landfill. These standards are called waste acceptance criteria (WAC) and applied to hazardous waste from July 2005.

The WAC set leaching and other limit values that components of the waste stream must meet in order to be accepted at landfill sites. This is in addition to the ban on 'co-disposal' of Hazardous Waste and Non-Hazardous Waste in landfill sites since July 2005. The Environment Agency has noted a reduction in the amount of hazardous waste going to landfill as a result of the Landfill Directive and as such, the legislative framework is driving greater waste minimisation and recovery.

P4.7 – Task 12 – Discuss the legal procedures for disposing of old equipment and the merits and pitfalls for your businesses of legal compliance and disobedience.


Environmental Protection Act 1990

The Data Protection Act 1998

The Hazardous Waste Directive 2005

The Waste Electronic & Electrical Equipment Directive (WEEE

Landfill Regulations 2002


P4.1 – Task 01 – Explain the purpose and effect routine Technical maintenance will have on a computer and the benefits of these to a user.P4.1 – Task 02 – Produce a guide with examples on how you undertook routine Technical maintenance tasks on a standalone computer system.P4.2 – Task 03 – Explain the purpose and effect routine Backup Storage will have on a computer and the benefits of these to a user.P4.2 – Task 04 - Configure the system for updates and program backups in accordance to Acceptance and forward planning procedures.P4.3 – Task 05 – Explain the purpose and effect routine Physical maintenance will have on a computer and the benefits to a user.P4.3 – Task 06 – Produce a guide with examples on how you undertook routine Physical maintenance tasks on a standalone computer system.P4.4 – Task 07 – Explain the purpose and effect of replacing consumables will have on a computer and the benefits of these to a user.P4.4 – Task 08 – Produce a guide with examples on how you would go about replacing consumables such as Printer Cartridges in a Business environment.P4.5 – Task 09 – Explain the purpose and effect routine component replacement policies will have on a computer and the benefits of these to a user.P4.5 – Task 10 – Produce a guide with examples on how you undertook at least two component replacement tasks on a standalone computer system and explain how you took the above issues into consideration.P4.6 – Task 11 – Discuss the organisational procedures for disposing of old equipment and the merits for your businesses of each procedure.P4.7 – Task 12 – Discuss the legal procedures for disposing of old equipment and the merits and pitfalls for your businesses of legal compliance and disobedience.

LO3 - Assessment Task List