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Preventive Maintenance

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Preventive Maintenance

Preventive maintenance is the key to obtaining years of trouble-free service from your computer system. A properly administered preventive maintenance program pays for itself by reducing problem behavior, data loss, and component failure and by ensuring a long life for your system. In several cases, I have “repaired” an ailing system with nothing more than a preventive maintenance session. Preventive maintenance also can increase your system’s resale value because it will look and run better.

Developing a preventive maintenance program is important to everyone who uses or manages personal computer systems. The two types of preventive maintenance procedures are active and passive.

Passive preventive maintenance includes precautionary steps you can take to protect a system from the environment, such as using power-protection devices; ensuring a clean, temperature-controlled environment; and preventing excessive vibration. In other words, passive preventive maintenance means treating your system well and with care.

An active preventive maintenance program includes procedures that promote a longer, trouble-free life for your PC. This type of preventive maintenance primarily involves the periodic cleaning of the system and its components, as well as performing backups, antivirus and antispyware scans, and other software-related procedures. The following sections describe several active preventive maintenance procedures.

Active Preventive Maintenance Procedures

How often you should perform active preventive maintenance procedures depends on the system’s environment and the quality of the system’s components. If your system is in a dirty environment, such as a machine shop floor or a gas station service area, you might need to clean your system every three months or less. For normal office environments, cleaning a system every few months to a year is usually fine. However, if you open your system after one year and find dust bunnies inside, you should probably shorten the cleaning interval.

Other hard disk preventive maintenance procedures include making periodic backups of your data. Also, depending on which OS and file system you use, you should defragment hard disks at least once a month to maintain disk efficiency and speed.

The following is a sample weekly disk maintenance checklist:

About System Restore

System Restore is an automatic service in Windows Me, XP, and later versions that periodically creates restore points, which are snapshots of the Registry and certain other dynamic system files. These restore points do not include any user or application data and should therefore not be confused with, or used in place of, normal file or data backup procedures. The System Restore application (found in the Program menu under Accessories, System Tools) can be used to manually return a system to a previously created restore point, as well as to manually create a new restore point. You don’t typically need to manually create restore points because they are automatically created at the following times:

  • Every time you install an application

  • Every time an update is installed with Automatic Updates

  • Every time an update is installed with Windows Update

  • Every time you install an unsigned driver

  • Every 24 hours if the system is turned on, or if it has been more than 24 hours since the last restore point was created

Even though you don’t usually need to create restore points manually, I do recommend creating a manual restore point before editing the Registry directly because that essentially creates a backup of the Registry you can restore if your edit causes problems.

The following are some monthly maintenance procedures you should perform:

  • Create an operating system startup disk, or ensure that you have access to a bootable OS installation CD for recovery purposes.

  • Check for and install any updated drivers for video cards, sound cards, modems, and other devices.

  • Check for and install any operating system updates. If you have Automatic Updates turned on (recommended), this is done automatically for you.

  • Clean the system, including the monitor screen, keyboard, CD/DVD drives, floppy drive, mouse, and so on.

  • Check that all system fans are operating properly, including the CPU heatsink, power supply, and any chassis fans. You can use the system BIOS readout of fan speeds to perform a quick check. Open the system to examine any fans that aren’t working or are running more slowly than normal.

System Backups

One of the most important preventive maintenance procedures is the performance of regular system backups. A sad reality in the computer repair and servicing world is that hardware can always be repaired or replaced, but data cannot. Many hard disk troubleshooting and service procedures, for example, require that you repartition or reformat the disk, which overwrites all existing data.

The hard disk drive capacity in a typical PC has grown far beyond the point at which floppy disks are a viable backup solution. Backup solutions that employ floppy disk drives, such as DOS backup software, are insufficient and too costly for hard disk backups in today’s systems. Table 22.8 shows the number of units of various types of media required to back up the 80GB drive in my current notebook/laptop system.

Table 22.8. Amounts and Costs of Various Media Required to Back Up a Full 80GB Drive

Media Type

Number Required

Unit Cost

Net Cost

1.44M floppy disks




80-minute/700MB CD-R discs




DVD+/-R discs




DAT DDS-4 tapes (native)




DAT DDS-4 tapes (compressed)




Assuming the drive were full, it would take 54,883 1.44MB floppy disks, for example, to back up the 80GB hard disk in my current notebook/laptop system! That would cost more than $8,232 in disks, not to mention the time involved. As you can see, even CD-R would be miserable, requiring 109 discs to back up the entire drive. DVD+/-R, on the other hand, would require only 18 discs, which still wouldn’t be much fun but would be adequate in a pinch. Tape, however, really shines here because it would require only two DAT DDS-4 tapes to back up the entire drive, meaning I would have to switch tapes in the drive only once. Although the media cost is a little higher with the tape as compared to CD/DVD, the time savings are enormous. Imagine trying to back up a full 300GB drive in a desktop systemthat would require 64 DVD+/-R discs but only eight DAT DDS-4 tapes.

One form of backup is magnetic tape. The two main standards are Travan and DAT (digital audio tape). Travan drives are generally slower and hold less than the newest DAT drives, but both are available in relatively competitive versions. The latest Travan tape drives store 20GB/40GB (raw/compressed) on a single tape, whereas DAT DDS-4 drives store 20GB/40GB per tape. These tapes typically cost $15 or less. If you use larger drives, new versions of DAT and other technologies can be used to back up your drive.

Tape is generally the fastest and safest form of backup, especially considering you can make multiple backups to different tapes, and even move some of the backups offsite in case of theft or fire. Still, the initial cost of the drive has been an impediment to many. The increasing popularity of writable CD-RW drives presents an alternative, although backing up an entire drive requires multiple CDs. In the previous 80GB example, you would need as many as 109 700MB CDs to perform a single backup. Although the media cost is only about $27, the time involved is still considerable. Recordable DVDs offer 4.7GB of storage per disc, so that would reduce the number of discs needed dramatically, to only 18 in our 80GB example.

Although a tape drive can cost up to $500 or more, the media costs are really far more significant than the cost of the drive. If you perform responsible backups, you should have at least three sets of media for each system you are backing up. You should use each media set on a rotating basis, and store one of them offsite at all times, in case of fire or theft. You also should introduce new media to the rotation after approximately a year to prevent excessive wear. If you are backing up multiple systems, these media costs can add up quickly. In addition, you should factor in the cost of your time. If a backup requires manual intervention to change the media during the job, as with any technology except high-capacity tape or external hard drives, I don’t recommend it. A backup system should be capable of fitting a complete backup on a single tape or drive so you can schedule the job to run unattended. If someone has to hang around to switch tapes or media every so often, backups become a real chore and are more likely to be overlooked. Also, every time a media change occurs, the likelihood of errors and problems you might not see until you attempt to perform a restore operation substantially increases. Backups are far more important than most people realize, and spending a little more on a quality piece of hardware such as a Travan, DAT, or other high-capacity tape drive will pay off in the long run with greater reliability, lower media costs, higher performance, and unattended backups that contain the entire system file structure. As a second choice for immediate backups, I recommend an external hard drive, although you should still determine how you plan to store the data you want to keep permanently.

With the increasing popularity of removable bulk storage media such as cartridge drives, including Iomega’s Zip, and rewritable CDs (CD-RWs), many people are using these devices to perform system backups. In most cases, however, although these drives are excellent for storing backup copies of selected data, they are impractical solutions for regular system backups. This can be due to both the capacity of the media in relation to today’s hard disk drives and the cost of the media. You should use multiple sets of media with a CD-RW drive, just as you would with a tape backup.

Although the media for a CD-RW drive are quite inexpensive, it would take several discs to back up a multigigabyte hard drive, adding a measure of inconvenience to the backup process that makes it far less likely to be performed on a regular basis. Rewritable DVD drives can store 4.7GB (uncompressed) on a single DVD, and media costs drop to around $1.50 per disc in quantities. A rewritable DVD drive has about the same overall media costs for a backup as compared to a CD-RW drive, but reduces the amount of media required considerably. However, it still requires the operator to swap backup media periodically when more than 4.7GB of data must be backed up, and it requires you to use multiple sets of media. Another alternative for backup is to install a second hard drive of equal (or larger) capacity and simply copy from one drive to another. With the low cost of drives these days, this is an economical, fast, and efficient method; however, if a disaster occurs, such as theft or fire, you’ll still lose everything. Also, with only one backup, if your backup goes bad when you depend on it, you’ll be without any other alternatives. An ATA RAID 1 array automatically mirrors the contents of one drive to another (refer to Chapter 7, “The ATA/IDE Interface,” for details); many motherboards now have built-in ATA or SATA RAID adapters.

Because drive capacities have grown significantly in recent years, the best form of backup is often one or more external hard drives. You can perform hard diskbased backups for more than one system with an external hard drive. External hard disks are available in capacities up to 300GB and don’t require media swapping. Some models even offer one-button backups. However, you might eventually want to move the data on the external drive over to CD, DVD, or tape media for permanent storage. Hard drive prices have fallen such that backup from drive to drive is often the most economical alternative, given the relative capacity and speed available. In most cases, you should consider using two external drives of equal or larger capacity than your main drive. That way, you can alternate backups to the external drives and move one of them offsite between backups. This provides an extra level of protection and insurance from disaster.


No matter which backup solution you use, the entire exercise is pointless if you cannot restore your data from the storage medium. You should test your backup system by performing random file restores at regular intervals to ensure the viability of your data.

If your backup supports disaster recovery, be sure to test this feature as well by installing an empty drive and using the disaster recovery feature to rebuild the operating system and restore the data.

Cleaning a System

One of the most important operations in a good preventive maintenance program is regular and thorough cleaning of the system. Dust buildup on the internal components can lead to several problems. One is that the dust acts as a thermal insulator, which prevents proper system cooling. Excessive heat shortens the life of system components and adds to the thermal stress problem caused by greater temperature changes between the system’s power-on and power-off states. Additionally, the dust can contain conductive elements that can cause partial short circuits in a system. Other elements in dust and dirt can accelerate corrosion of electrical contacts, resulting in improper connections. In all, the regular removal of any layer of dust and debris from within a computer system benefits that system in the long run.


Cigarette smoke contains chemicals that can conduct electricity and cause corrosion of computer parts. The smoke residue can infiltrate the entire system, causing corrosion and contamination of electrical contacts and sensitive components, such as floppy drive read/write heads and optical drive lens assemblies. You should avoid smoking near computer equipment and encourage your company to develop and enforce a similar policy.

Floppy disk drives are particularly vulnerable to the effects of dirt and dust. A floppy drive is essentially a large “hole” in the system case through which air continuously flows. Therefore, these drives accumulate a large amount of dust and chemical buildup within a short time. Hard disk drives, on the other hand, do not present quite the same problem. Because the head disk assembly (HDA) in a hard disk is a sealed unit with a single barometric vent, no dust or dirt can enter without passing through the barometric vent filter. This filter ensures that contaminating dust and particles cannot enter the interior of the HDA. Thus, cleaning a hard disk requires blowing off the dust and dirt from outside the drive. No internal cleaning is required.

Disassembly and Cleaning Tools

Properly cleaning the system and all the boards inside requires certain supplies and tools. In addition to the tools required to disassemble the unit, you should have these items:

  • Contact cleaning solution

  • Canned air

  • A small brush

  • Lint-free foam cleaning swabs

  • Antistatic wrist-grounding strap

You also might want to acquire these optional items:

  • Foam tape

  • Low-volatile room-temperature vulcanizing (RTV) sealer

  • Silicone-type lubricant

  • Computer vacuum cleaner

These simple cleaning tools and chemical solutions enable you to perform most common preventive maintenance tasks.


Chemicals can be used to help clean, troubleshoot, and even repair a system. You can use several types of cleaning solutions with computers and electronic assemblies. Most fall into the following categories:


The makeup of many of the chemicals used for cleaning electronic components has been changing because many of the chemicals originally used are now considered environmentally unsafe. They have been attributed to damaging the earth’s ozone layer. Chlorine atoms from chlorofluoro-carbons (CFCs) and chlorinated solvents attach themselves to ozone molecules and destroy them. Many of these chemicals are now strictly regulated by federal and international agencies in an effort to preserve the ozone layer. Most of the companies that produce chemicals used for system cleaning and maintenance have had to introduce environmentally safe replacements. The only drawback is that many of these safer chemicals cost more and usually do not work as well as those they’ve replaced.

Standard Cleaners

For the most basic functioncleaning components, electrical connectors, and contactsone of the most useful chemicals is 1,1,1 trichloroethane. This substance is an effective cleaner that was at one time used to clean electrical contacts and components because it does not damage most plastics and board materials. In fact, trichloroethane is very useful for cleaning stains on the system case and keyboard as well. Unfortunately, trichloroethane is now being regulated as a chlorinated solvent, along with CFCs (chlorofluorocarbons) such as Freon, but electronic chemical-supply companies are offering several replacements.

Alternative cleaning solutions are available in a variety of types and configurations. You can use pure isopropyl alcohol, acetone, trichloroethane, or a variety of other chemicals. Most board manufacturers and service shops are now leaning toward alcohol, acetone, or other chemicals that do not cause ozone depletion and comply with government regulations and environmental safety.

Recently, new biodegradable cleaners described as “citrus-based cleaners” have become popular in the industry, and in many cases are more effective and more economical for circuit board and contact cleaning. These cleaners are commonly known as d-limonene or citrus terpenes and are derived from orange peels, which gives them a strong (but pleasant) citric odor. Another type of terpene is called a-pinene, and is derived from pine trees. You must exercise care when using these cleaners, however, because they can cause swelling of some plastics, especially silicone rubber and PVC.

You should make sure your cleaning solution is designed to clean computers or electronic assemblies. In most cases, this means that the solution should be chemically pure and free from contaminants or other unwanted substances. You should not, for example, use drugstore rubbing alcohol for cleaning electronic parts or contacts because it is not pure and could contain water or perfumes. The material must be moisture-free and residue-free. The solutions should be in liquid form, not a spray. Sprays can be wasteful, and you almost never spray the solution directly on components. Instead, wet a foam or chamois swab used for wiping the component. These electronic-component cleaning solutions are available at any good electronics parts store.

Contact Cleaner/Lubricants

These chemicals are similar to the standard cleaners but include a lubricating component. The lubricant eases the force required when plugging and unplugging cables and connectors, reducing strain on the devices. The lubricant coating also acts as a conductive protectant that insulates the contacts from corrosion. These chemicals can greatly prolong the life of a system by preventing intermittent contacts in the future.

A unique type of contact enhancer and lubricant called Stabilant 22 is currently on the market. This chemical, which you apply to electrical contacts, greatly enhances the connection and lubricates the contact point; it is much more effective than conventional contact cleaners or lubricants.

Stabilant 22 is a liquid-polymer semiconductor; it behaves like liquid metal and conducts electricity in the presence of an electric current. The substance also fills the air gaps between the mating surfaces of two items that are in contact, making the surface area of the contact larger and also keeping out oxygen and other contaminants that can corrode the contact point.

This chemical is available in several forms. Stabilant 22 is the concentrated version, whereas Stabilant 22a is a version diluted with isopropanol in a 4:1 ratio. An even more diluted 8:1-ratio version is sold in many high-end stereo and audio shops under the name Tweek. Just 15ml of Stabilant 22a sells for about $40; a liter of the concentrate costs about $4,000!

As you can plainly see, Stabilant 22 is fairly expensive, but little is required in an application, and nothing else has been found to be as effective in preserving electrical contacts. (NASA uses the chemical on spacecraft electronics.) An application of Stabilant can provide protection for up to 16 years, according to its manufacturer, D.W. Electrochemicals. You will find the company’s address and phone number earlier in this chapter and in the Vendor List on the accompanying disc.

Stabilant is especially effective on I/O slot connectors, adapter-card edge and pin connectors, disk drive connectors, power-supply connectors, and virtually any connector in the PC. In addition to enhancing the contact and preventing corrosion, an application of Stabilant lubricates the contacts, making insertion and removal of the connector easier.


Compressed gas often is used as an aid in system cleaning. You use the compressed gas as a blower to remove dust and debris from a system or component. Originally, these dusters used CFCs (chlorofluorocarbons) such as Freon, whereas modern dusters use either HFCs (hydrofluorocarbons such as difluoroethane) or carbon dioxide, neither of which is known to damage the ozone layer. Be careful when you use these devices because some of them can generate a static charge when the compressed gas leaves the nozzle of the can. Be sure you are using the type approved for cleaning or dusting off computer equipment, and consider wearing a static grounding strap as a precaution. The type of compressed-air cans used for cleaning camera equipment can sometimes differ from the type used for cleaning static-sensitive computer components.

When using these compressed air products, be sure you hold the can upright so that only gas is ejected from the nozzle. If you tip the can, the raw propellant will come out as a cold liquid, which not only is wasteful but can damage or discolor plastics. You should use compressed gas only on equipment that is powered off, to minimize any chance of damage through short circuits.

Closely related to compressed-air products are chemical-freeze sprays. These sprays are used to quickly cool down a suspected failing component, which often temporarily restores it to normal operation. These substances are not used to repair a device, but to confirm that you have found a failed device. Often, a component’s failure is heat-related, and cooling it temporarily restores it to normal operation. If the circuit begins operating normally, the device you are cooling is the suspect device.

Vacuum Cleaners

Some people prefer to use a vacuum cleaner instead of canned gas dusters for cleaning a system. Canned gas is usually better for cleaning in small areas. A vacuum cleaner is more useful when you are cleaning a system loaded with dust and dirt. You can use the vacuum cleaner to suck out the dust and debris instead of simply blowing it around on the other components, which sometimes happens with canned air. For onsite servicing (when you are going to the location of the equipment instead of the equipment coming to you), canned air is easier to carry in a toolkit than a small vacuum cleaner. Tiny vacuum cleaners also are available for system cleaning. These small units are easy to carry and can serve as an alternative to compressed air cans.

Some special vacuum cleaners are specifically designed for use on and around electronic components; they are designed to minimize electrostatic discharge (ESD) while in use. If you are using a regular vacuum cleaner and not one specifically designed with ESD protection, you should take precautions, such as wearing a grounding wrist strap. Also, if the cleaner has a metal nozzle, be careful not to touch it to the circuit boards or components you are cleaning.

Brushes and Swabs

You can use a small makeup, photographic, or paint brush to carefully loosen the accumulated dirt and dust inside a PC before spraying it with canned air or using the vacuum cleaner. Be careful about generating static electricity, however. In most cases, you should not use a brush directly on circuit boards, but only on the case interior and other parts, such as fan blades, air vents, and keyboards. Wear a grounded wrist strap if you are brushing on or near any circuit boards, and brush slowly and lightly to prevent static discharges from occurring.

Use cleaning swabs to wipe off electrical contacts and connectors, floppy or tape drive heads, and other sensitive areas. The swabs should be made of foam or synthetic chamois material that does not leave lint or dust residue. Unfortunately, proper foam or chamois cleaning swabs are more expensive than typical cotton swabs. Do not use cotton swabs because they leave cotton fibers on everything they touch. Cotton fibers are conductive in some situations and can remain on drive heads, which can scratch disks. Foam or chamois swabs can be purchased at most electronics supply stores.


One item to avoid is an eraser for cleaning contacts. Many people (including me) have recommended using a soft pencil-type eraser for cleaning circuit-board contacts. Testing has proven this to be bad advice for several reasons. One reason is that any such abrasive wiping on electrical contacts generates friction and an ESD. This ESD can be damaging to boards and components, especially the newer low-voltage devices. These devices are especially static sensitive, and cleaning the contacts without a proper liquid solution is not recommended. Also, the eraser will wear off the gold coating on many contacts, exposing the tin contact underneath, which rapidly corrodes when exposed to air.

Some companies sell premoistened contact cleaning pads soaked in a proper contact cleaner and lubricant. These pads are safe to wipe on conductors and contacts with no likelihood of ESD damage or abrasion of the gold plating.

Silicone Lubricants

You can use a silicone lubricant such as WD-40 to lubricate the door mechanisms on floppy disk drives and any other part of the system that might require clean, nonoily lubrication. Other items you can lubricate are the disk-drivehead slider rails and even printer-head slider rails, to provide smoother operation.

Using silicone instead of conventional oils is important because silicone does not gum up and collect dust and other debris. Always use the silicone sparingly. Do not spray it anywhere near the equipment because it tends to migrate and will end up where it doesn’t belong (such as on drive heads). Instead, apply a small amount to a toothpick or foam swab and dab the silicone lubricant on the components where needed. You can use a lint-free cleaning stick soaked in silicone to lubricate the metal print-head rails in a printer.

Obtaining the Required Tools and Accessories

You can obtain most of the cleaning chemicals and tools discussed in this chapter from an electronics supply house, or even your local Radio Shack. A company called Chemtronics specializes in chemicals for the computer and electronics industry. These and other companies that supply tools, chemicals, and other computer and electronic cleaning supplies are listed in the Vendor List on the accompanying disc. With all these items on hand, you should be equipped for most preventive maintenance operations.

Disassembling and Cleaning Procedures

To properly clean your system, you must at least partially disassemble it. Some people go as far as to remove the motherboard. Removing the motherboard results in the best possible access to other areas of the system; but in the interest of saving time, you probably need to disassemble the system only to the point at which the motherboard is completely visible.

To do this, remove all the system’s plug-in adapter cards and the disk drives. Complete system disassembly and reassembly procedures are listed in Chapter 20, “Building or Upgrading Systems.” Although you can clean the heads of a floppy drive with a cleaning disk without opening the system unit’s cover, you probably will want to do more thorough cleaning. In addition to the drive heads, you should clean and lubricate the door mechanism and clean any logic boards and connectors on the drive. This procedure usually requires removing the drive.

Next, do the same thing with the hard disk drives: Clean the logic boards and connectors, and lubricate the grounding strap. To do this, you must remove the hard disk assembly. As a precaution, be sure your data is backed up first.

Reseating Socketed Chips

To learn how to reseat socketed chips, such as the ROM BIOS on some older systems, see the Technical Reference section on the disc packaged with this book.

Cleaning Boards

After reseating any socketed devices that might have crept out of their sockets (see the Technical Reference on the disc for details), the next step is to clean the boards and all connectors in the system. For this step, use the cleaning solutions and the lint-free swabs mentioned earlier.

First, clean the dust and debris off the board and then clean any connectors on the board. To clean the boards, using a vacuum cleaner designed for electronic assemblies and circuit boards or a duster can of compressed gas is usually best. The dusters are especially effective at blasting any dust and dirt off the boards.

Also, blow any dust out of the power supply, especially around the fan intake and exhaust areas. You do not need to disassemble the power supply to do this; simply use a duster can and blast the compressed air into the supply through the fan exhaust port. This will blow the dust out of the supply and clean off the fan blades and grill, which will help with system airflow.


Be careful with ESD, which can cause damage when you are cleaning electronic components. Take extra precautions in the dead of winter or in extremely dry, high-static environments. You can apply antistatic sprays and treatments to the work area to reduce the likelihood of ESD damage.

An antistatic wrist-grounding strap is recommended (refer to Figure 22.6 earlier in this chapter). This should be connected to a ground on the card or board you are wiping. This strap ensures that no electrical discharge occurs between you and the board. An alternative method is to keep a finger or thumb on the ground of the motherboard or card as you wipe it off.

Cleaning Connectors and Contacts

Cleaning the connectors and contacts in a system promotes reliable connections between devices. On a motherboard, you should clean the slot connectors, power supply connectors, keyboard and mouse connectors, and speaker connector. For most plug-in cards, you should clean the edge connectors that plug in to slots on the motherboard and any other connectors, such as external ones mounted on the card bracket.

Submerge the lint-free swabs in the liquid cleaning solution. If you are using the spray, hold the swab away from the system and spray a small amount on the foam end until the solution starts to drip. Then, use the soaked foam swab to wipe the connectors on the boards. Presoaked wipes are the easiest to usesimply wipe them along the contacts to remove any accumulated dirt and leave a protective coating behind.

On the motherboard, pay special attention to the slot connectors. Be liberal with the liquid; resoak the foam swab repeatedly, and vigorously clean the connectors. Don’t worry if some of the liquid drips on the surface of the motherboard. These solutions are entirely safe for the whole board and will not damage the components.

Use the solution to wash the dirt off the gold contacts in the slot connectors, and then clean any other connectors on the board. Clean the keyboard and mouse connectors, the grounding positions where screws ground the board to the system chassis, the power-supply connectors, the speaker connectors, and the battery connectors.

If you are cleaning a plug-in board, pay special attention to the edge connector that mates with the slot connector on the motherboard. When people handle plug-in cards, they often touch the gold contacts on these connectors. Touching the gold contacts coats them with oils and debris, which prevents proper contact with the slot connector when the board is installed. Make sure these gold contacts are free of all finger oils and residue. It is a good idea to use one of the contact cleaners that has a conductive lubricant, which makes it easier to push the adapter into the slot and also protects the contacts from corrosion.

You also should use the swab and solution to clean the ends of ribbon cables or other types of cables or connectors in a system. Clean the floppy drive cables and connectors, the hard disk cables and connectors, and any others you find. Don’t forget to clean the edge connectors that are on the disk drive logic boards, as well as the power connectors to the drives.

Cleaning the Keyboard and Mouse

Keyboards and mice are notorious for picking up dirt and garbage. If you ever open up an older keyboard, you will be amazed at the junk you find in there.

To prevent problems, you should periodically clean the keyboard with a vacuum cleaner. An alternative method is to turn the keyboard upside down and shoot it with a can of compressed air. This blows out the dirt and debris that has accumulated inside the keyboard and possibly prevents future problems with sticking keys or dirty keyswitches.

If a particular key is stuck or making intermittent contact, you can soak or spray that switch with contact cleaner. The best way to do this is to first remove the keycap and then spray the cleaner into the switch. This usually does not require complete disassembly of the keyboard. Periodic vacuuming or compressed gas cleaning prevents more serious problems with sticking keys and keyswitches.

Most mice are easy to clean. In most cases, a twist-off locking retainer keeps the mouse ball retained in the body of the mouse. By removing the retainer, the ball drops out. After removing the ball, you should clean it with one of the electronic cleaners. I recommend a pure cleaner instead of a contact cleaner with lubricant because you do not want any lubricant on the mouse ball. Then, wipe off the rollers in the body of the mouse with the cleaner and some swabs.

Monthly cleaning of a mouse in this manner eliminates or prevents skipping or erratic movement. I also recommend a mouse pad for most ball-type mice because the pad prevents the mouse ball from picking up debris from your desk.

Other pointing devices requiring little or no maintenance are the IBM-designed TrackPoint and similar systems introduced by other manufacturers, such as the Glidepoint by Alps. These devices are totally sealed and use pressure transducers to control pointer movement. Optical mice that don’t use a ball or roller mechanism also require little or no maintenance. Because they are sealed, cleaning need only be performed externally and is as simple as wiping off the device with a mild cleaning solution to remove oils and other deposits that have accumulated from handling them.

Hard Disk Maintenance

Certain preventive maintenance procedures protect your data and ensure that your hard disk works efficiently. Some of these procedures actually minimize wear and tear on your drive, which prolongs its life. Additionally, a high level of data protection can be implemented by performing some simple commands periodically. These commands provide methods for backing up (and possibly later restoring) critical areas of the hard disk that, if damaged, would disable access to all your files.

Defragmenting Files

Over time, as you delete and save files to a hard disk, the files become fragmented. This means they are split into many noncontiguous areas on the disk. One of the best ways to protect both your hard disk and the data on it is to periodically defragment the files on the disk. This serves two purposes. One is that by ensuring that all the files are stored in contiguous sectors on the disk, head movement and drive wear and tear is minimized. This has the added benefit of improving the speed at which the drive retrieves files by reducing the head thrashing that occurs every time it accesses a fragmented file.

The second major benefit, and in my estimation the more important of the two, is that in the case of a disaster in which the file system is severely damaged, the data on the drive can usually be recovered if the files are contiguous. On the other hand, if the files are split up in many pieces across the drive, figuring out which pieces belong to which files is virtually impossible without an intact file system. For the purposes of data integrity and protection, I recommend defragmenting your hard disk drives on a monthly basis.

The three main functions in most defragmentation programs are as follows:

  • File defragmentation

  • File packing (free space consolidation)

  • File sorting

Defragmentation is the basic function, but most other programs also add file packing. Packing the files is optional on some programs because it usually takes additional time to perform. This function packs the files at the beginning of the disk so all free space is consolidated at the end of the disk. This feature minimizes future file fragmentation by eliminating any empty holes on the disk. Because all free space is consolidated into one large area, any new files written to the disk are capable of being written in a contiguous manner with no fragmentation.

The last function, file sorting (sometimes called disk optimizing), is not usually necessary and is performed as an option by many defragmenting programs. This function adds a tremendous amount of time to the operation and has little or no effect on the speed at which information is accessed. It can be somewhat beneficial for disaster recovery purposes because you will have an idea of which files came before or after other files if a disaster occurs. Not all defragmenting programs offer file sorting, and the extra time it takes is probably not worth any benefits you will receive. Other programs can sort the order that files are listed in directories, which is a quick and easy operation compared to sorting the file ordering the disk.

Windows 9x/Me/2000/XP include a disk defragmentation program with the operating system, which you can use on any file system the OS supports. For older DOS, Windows 3.x, and some versions of NT, you must purchase a third-party defragmentation program. Norton Utilities includes a disk defragmenter, as do many other utility packages. If you elect to use a third-party product on a Windows 9x/Me/2000/XP system, be certain that it supports the file system you use on your drives. Running a FAT16 defragmentation program on a FAT32 drive can cause severe problems. An excellent third-party defrag program that works on all systems is VOPT by Golden Bow. See the Vendor List on the accompanying disc for more information on these programs.

Before you defragment your disks, you should run a disk repair program, such as ScanDisk or Norton Disk Doctor, even if you are not experiencing any problems. This ensures that your drives are in good working order before you begin the defragmentation process.

Windows Maintenance Wizard

Windows 98 and above include a Task Scheduler program that enables you to schedule programs for automatic execution at specified times. The Maintenance Wizard walks you through the steps of scheduling regular disk defragmentations, disk error scans, and deletions of unnecessary files. You can schedule these processes to execute during nonworking hours, so regular system activities are not disturbed.

Virus and Spyware Checking

Viruses and spyware are dangers to any system, and making scans with antivirus and antispyware utilities a regular part of your preventive maintenance program is a good idea. Many aftermarket utility packages are available that scan for and remove viruses and spyware. No matter which of these programs you use, you should perform a scan periodically, especially before making hard disk backups. This helps ensure that you catch any potential problem before it becomes a major catastrophe. In addition, selecting antivirus and antispyware products from vendors that provide regular updates is important. The updates include signatures that determine which virus or spyware programs the software can detect and cure, and because new virus and spyware programs are constantly being introduced, these updates are essential.


Because viruses and especially spyware are more dangerous and numerous than ever, turn on the firewall feature in your operating system and enable the automatic update feature found in most recent programs to keep your protection up to date. Even with a dialup connection, it takes only a few minutes a day to get downloads. If you have a broadband connection, the latest protection is downloaded in just a few moments. Using the firewall will help prevent many types of virus and other software exploits from attacking your system.

Passive Preventive Maintenance Procedures

Passive preventive maintenance involves taking care of the system by providing the best possible environmentboth physical and electricalfor the system. Physical concerns are conditions such as ambient temperature, thermal stress from power cycling, dust and smoke contamination, and disturbances such as shock and vibration. Electrical concerns are items such as ESD, power-line noise, and radio-frequency interference. Each of these environmental concerns is discussed in the following sections.

Examining the Operating Environment

Oddly enough, one of the most overlooked aspects of microcomputer preventive maintenance is protecting the hardwareand the sizable financial investment it representsfrom environmental abuse. Computers are relatively forgiving, and they are generally safe in an environment that is comfortable for people. Computers, however, are often treated with no more respect than desktop calculators. The result of this type of abuse is many system failures.

Before you set up a new PC, prepare a proper location for it that is free of airborne contaminants such as smoke or other pollution. Do not place your system in front of a window; the computer should not be exposed to direct sunlight or temperature variations. The environmental temperature should be as constant as possible. Power should be provided through properly grounded outlets and should be stable and free from electrical noise and interference. Keep your system away from radio transmitters or other sources of radio frequency energy.


I also don’t recommend using computer desks that place the system unit in a sealed cabinet; this is a good way to promote overheating.

Heating and Cooling

Thermal expansion and contraction from ambient temperature changes place stress on a computer system. Therefore, keeping the temperature in your office or room relatively constant is important to the successful operation of your computer system.

Temperature variations can lead to serious problems. You might encounter excessive chip creep, for example. If extreme variations occur over a short period, signal traces on circuit boards can crack and separate, solder joints can break, and contacts in the system can undergo accelerated corrosion. Solid-state components such as chips can be damaged also, and a host of other problems can develop.

Temperature variations can wreak havoc with hard disk drives, too. On some drives, writing to a disk at different ambient temperatures can cause data to be written at different locations relative to the track centers. This can cause read and write problems at a later time.

To ensure that your system operates in the correct ambient temperature, you must first determine your system’s specified functional range. Most manufacturers provide data about the correct operating temperature range for their systems. Two temperature specifications might be available, one indicating allowable temperatures during operation and another indicating allowable temperatures under nonoperating conditions. IBM, for example, indicates the following temperature ranges as acceptable for most of its systems:

System on: 60°90° Fahrenheit

System off: 50°110° Fahrenheit

For the safety of the disk and the data it contains, avoid rapid changes in ambient temperatures. If rapid temperature changes occurfor example, when a new drive is shipped to a location during the winter and then brought indoorslet the drive acclimate to room temperature before turning it on. In extreme cases, condensation can form on the platters inside the drive head-disk assembly (HDA), which is disastrous for the drive if you turn it on before the condensation has a chance to evaporate. Most drive manufacturers specify a timetable to use as a guide in acclimating a drive to room temperature before operating it. You usually must wait several hours to a day before a drive is ready to use after it has been shipped or stored in a cold environment. Manufacturers normally advise that you leave the drive in its packing until it is acclimated. Removing the drive from a shipping carton when extremely cold increases the likelihood of condensation forming as the drive warms up.

Most office environments provide a stable temperature in which to operate a computer system, but some do not. Be sure to give some consideration to the placement of your equipment.

Power Cycling (On/Off)

As you have just learned, the temperature variations a system encounters greatly stress the system’s physical components. The largest temperature variations a system encounters, however, are those that occur during the warm-up period right after you turn on the computer. Powering on a cold system subjects it to the greatest possible internal temperature variations. If you want a system to have the longest and most trouble-free life possible, you should limit the temperature variations in its environment. You can limit the extreme temperature cycling in two simple ways during a cold startup: Leave the system off all the time or leave it on all the time. Of these two possibilities, of course, you probably will want to choose the latter option. Leaving the power on is the best way I know to promote system reliability. If your only concern is system longevity, the simple recommendation is to keep the system unit powered on (or off!) continuously. In the real world, however, there are more variables to consider, such as the cost of electricity, the potential fire hazard of unattended running equipment, and other concerns, as well.

If you think about the way light bulbs typically fail, you can begin to understand how thermal cycling can be dangerous. Light bulbs burn out most often when you first turn them on because the filament must endure incredible thermal stress as it changes temperature, in less than one second, from ambient to several thousands of degrees. A bulb that remains on continuously lasts longer than one that is turned on and off repeatedly.

The place where problems are most likely to occur immediately at power-on is in the power supply. The startup current draw for the system during the first few seconds of operation is very high compared to the normal operating-current draw. Because the current must come from the power supply, the supply has an extremely demanding load to carry for the first few seconds of operation, especially if several disk drives must be started. Motors have an extremely high power-on current draw. This demand often overloads a marginal circuit or component in the supply and causes it to burn or break with a “snap.” I have seen several power supplies die the instant a system was powered up. To enable your equipment to have the longest possible life, try to keep the temperature of solid-state components relatively constant, and limit the number of startups on the power supply. The only way I know to do this is to leave the system on.

Although it sounds like I am telling you to leave all your computer equipment on 24 hours a day, 7 days a week, I no longer recommend this type of operation. A couple of concerns have tempered my urge to leave everything running continuously. One is that an unattended system that is powered on represents a fire hazard. I have seen monitors catch fire after internally shorting and systems whose cooling fans have frozen, causing the power supply and the entire system to overheat. I do not leave any system running in an unattended building. Another problem is wasted electrical power. Many companies have adopted austerity programs that involve turning off lights and other items when not in use. The power consumption of some of today’s high-powered systems and accessories is not trivial. Also, an unattended operating system is more of a security risk than one that is powered off and locked.

Realitiessuch as the fire hazard of unattended systems running during night or weekend hours, security problems, and power-consumption issuesmight prevent you from leaving your system on all the time. Therefore, you must compromise. Power on the system only one time daily. Don’t power the system on and off several times every day. This good advice is often ignored, especially when several users share systems. Each user powers on the system to perform work on the PC and then powers off the system. These systems tend to have many more problems with component failures.

If you are in a building with a programmable thermostat, you have another reason to be concerned about temperatures and disk drives. Some buildings have thermostats programmed to turn off the heat overnight or over the weekend. These thermostats are programmed also to quickly raise the temperature just before business hours every day. In Chicago, for example, outside temperatures in the winter can dip to 20° (excluding the windchill factor). An office building’s interior temperature can drop to as low as 50° during the weekend. When you arrive Monday morning, the heat has been on for only an hour or so, but the hard disk platters might not yet have reached even 60° when you turn on the system. During the first 20 minutes of operation, the disk platters rapidly rise in temperature to 120° or more. If you still have an inexpensive stepper motor hard disk and begin writing to the disk at these low temperatures, you are setting yourself up for trouble.


If you do not leave a system on continuously, at least give it 15 minutes or more to warm up after a cold start before writing to the hard disk. This practice does wonders for the reliability of the data on your disk.

If you do leave your system on for long periods of time, make sure the screen is blank or displays a random image if the system is not in use. The phosphor on the picture tube can burn if a stationary image is left onscreen continuously. Higher-persistence phosphor monochrome screens are most susceptible, and the color displays with low-persistence phosphors are the least susceptible. Most of the monitors used with today’s PCs will not show the effect of a screen burn. If you ever have seen a monochrome display with the image of some program permanently burned ineven with the display offyou know what I mean. Look at the monitors that display flight information at the airport; they usually show some of the effects of phosphor burn.

Most modern displays that have power-saving features can automatically enter a standby mode on command by the system. If your system has these power-saving functions, enable them because they help reduce energy costs and preserve the monitor.

Static Electricity

Static electricity or electrostatic discharge (ESD) can cause numerous problems within a system. The problems usually appear during the winter months when humidity is low or in extremely dry climates where the humidity is low year-round. In these cases, you might need to take special precautions to ensure that your PC is not damaged. Refer to Chapter 19, “Power Supplies,” and Chapter 20 for more information on ESD.

Static discharges outside a system-unit chassis are rarely a source of permanent problems within the system. Usually, the worst possible effect of a static discharge to the case, keyboard, or even a location near the computer is a parity check (memory) error or a system lockup. In some cases, I have been able to cause parity checks or system lockups by simply walking past a PC. Most static-sensitivity problems are caused by improper grounding of the system power. Be sure you always use a three-prong, grounded power cord plugged in to a properly grounded outlet. If you are unsure about the outlet, you can buy an outlet tester, such as those described earlier in this chapter, at most electronics supply or hardware stores for only a few dollars.

Whenever you open a system unit or handle circuits removed from the system, you must be much more careful with static. You can permanently damage a component with a static discharge if the charge is not routed to a ground. I usually recommend handling boards and adapters first by a grounding point such as the bracket to minimize the potential for static damage.

An easy way to prevent static problems is with good power-line grounding, which is extremely important for computer equipment. A poorly designed power-line grounding system is one of the primary causes of poor computer design. The best way to prevent static damage is to prevent the static charge from getting into the computer in the first place. The chassis ground in a properly designed system serves as a static guard for the computer and redirects the static charge safely to the ground. For this ground to be complete, therefore, the system must be plugged in to a properly grounded three-wire outlet.

If the static problem is extreme, you can resort to other measures. One is to use a grounded static mat underneath the computer. Touch the mat first before you touch the computer to ensure that any static charges are routed to ground and away from the system unit’s internal parts. If problems still persist, you might want to check out the building’s electrical ground. I have seen installations that had three-wire outlets that were rendered useless by the building’s ungrounded electrical service.

Power-Line Noise

To run properly, a computer system requires a steady supply of clean, noise-free power. In some installations, however, the power line serving the computer also serves heavy equipment, and the voltage variations resulting from the on/off cycling of this equipment can cause problems for the computer. Certain types of equipment on the same power line also can cause voltage spikesshort, transient signals of sometimes 1,000V or morethat can physically damage a computer. Although these spikes are rare, they can be crippling. Even a dedicated electrical circuit used by only a single computer can experience spikes and transients, depending on the quality of the power supplied to the building or circuit.

During the site-preparation phase of a system installation, you should be aware of these factors to ensure a steady supply of clean power:

  • If possible, the computer system should be on its own circuit with its own circuit breaker. This setup does not guarantee freedom from interference, but it helps.

  • The circuit should be checked for a good, low-resistance ground, proper line voltage, freedom from interference, and freedom from brownouts (voltage dips).

  • A three-wire circuit is a must, but some people substitute grounding-plug adapters to adapt a grounded plug to a two-wire socket. This setup is not recommended; the ground is there for a reason.

  • Power-line noise problems increase with the resistance of the circuit, which is a function of wire size and length. So, to decrease resistance, avoid extension cords unless absolutely necessary, and then use only heavy-duty extension cords.

  • Inevitably, you will want to plug in other equipment later. Plan ahead to avoid the temptation to connect too many items to a single outlet. If possible, provide a separate power circuit for noncomputer-related devices.

Air conditioners, coffee makers, copy machines, laser printers, space heaters, vacuum cleaners, and power tools are some of the worst corrupters of a PC system’s power. Any of these items can draw an excessive amount of current and wreak havoc with a PC system on the same electrical circuit. I’ve seen offices in which all the computers begin to crash at about 9:05 a.m. daily, which is when all the coffee makers are turned on!

Also, try to ensure that copy machines and laser printers do not share a circuit with other computer equipment. These devices draw a large amount of power.

Another major problem in some companies is partitioned offices. Many of these partitions are prewired with their own electrical outlets and are plugged in to one another in a sort of power-line daisy-chain, similar to chaining power strips together. I pity the person in the cubicle at the end of the electrical daisy-chain, who is likely to have very erratic power!

As a real-world example of too many devices sharing a single circuit, I can describe several instances in which a personal computer had a repeating parity check problem. All efforts to repair the system had been unsuccessful. The reported error locations from the parity-check message were inconsistent, which normally indicates a problem with power. The problem could have been the power supply in the system unit or the external power supplied from the wall outlet. This problem was solved one day as I stood watching the system. The parity check message was displayed at the same instant that someone two cubicles away turned on a copy machine. Placing the computers on a separate line solved the problem.

By following the guidelines in this section, you can create the proper power environment for your systems and help ensure trouble-free operation.

Radio-Frequency Interference

Radio-frequency interference (RFI) is easily overlooked as a problem factor. The interference is caused by any source of radio transmissions near a computer system. Living next door to a 50,000-watt commercial radio station is one sure way to get RFI problems, but less-powerful transmitters can cause problems, too. I know of many instances in which cordless telephones have caused sporadic random keystrokes to appear, as though an invisible entity were typing on the keyboard. I also have seen RFI cause a system to lock up. Solutions to RFI problems are more difficult to state because every case must be handled differently. Sometimes, simply moving the system eliminates the problem because radio signals can be directional in nature. At other times, you must invest in specially shielded cables for external devices, such as the keyboard and the monitor. If the keyboard or mouse is wireless, RFI can be especially problematic; the only solution might be to try a different brand or model that operates on a different frequency.

One type of solution to an RFI noise problem with cables is to pass the cable through a toroidal iron core, a doughnut-shaped piece of iron placed around a cable to suppress both the reception and transmission of electromagnetic interference (EMI). Many monitors include a toroid (sometimes spelled torroid) on the cable that connects to the computer. If you can isolate an RFI noise problem in a particular cable, you often can solve the problem by passing the cable through a toroidal core. Because the cable must pass through the center hole of the core, it often is difficult, if not impossible, to add a toroid to a cable that already has end connectors installed.

Radio Shack sells a special snap-together toroid designed specifically to be added to cables already in use. This toroid looks like a thick-walled tube that has been sliced in half. You simply lay the cable in the center of one of the halves, and snap the other half over the first. This type of construction makes adding the noise-suppression features of a toroid to virtually any existing cable easy.


For a comprehensive selection of electronics parts, tools, and other supplies, I recommend the following sources:

For tools only, I also recommend

Most of these companies also have comprehensive paper catalogs, which can often make it easier to do general browsing and find what you need.

The best, if not the easiest, way to eliminate an RFI problem is to correct it at the source. It is unlikely that you’ll be able to convince the commercial radio station near your office to shut down, but if you are dealing with a small radio transmitter that is generating RFI, sometimes you can add a filter to the transmitter that suppresses spurious emissions. Unfortunately, problems sometimes persist until the transmitter is either switched off or moved some distance away from the affected computer.

Dust and Pollutants

Dirt, smoke, dust, and other pollutants are bad for your system. The power-supply fan carries airborne particles through your system, and they collect inside. If your system is used in an extremely harsh environment, you might want to investigate some of the industrial systems on the market designed for harsh conditions.

Many companies make special hardened versions of their systems for harsh environments. Industrial systems typically use a different cooling system from the one used in regular PCs. A large cooling fan is used to pressurize the case rather than depressurize it. The air pumped into the case passes through a filter unit that must be cleaned and changed periodically. The system is pressurized so that no contaminated air can flow into it; air flows only outward. The only way air can enter is through the fan and filter system.

These systems also might have special keyboards impervious to liquids and dirt. Some flat-membrane keyboards are difficult to type on, but are extremely rugged; others resemble the standard types of keyboards but have a thin, plastic membrane that covers all the keys. You can add this membrane to normal types of keyboards to seal them from the environment.

A relatively new breed of humidifier can cause problems with computer equipment. This type of humidifier uses ultrasonics to generate a mist of water sprayed into the air. The extra humidity helps cure problems with static electricity resulting from a dry climate, but the airborne water contaminants can cause many problems. If you use one of these systems, you might notice a white, ash-like deposit forming on components. The deposit is the result of abrasive and corrosive minerals suspended in the vaporized water. If these deposits collect on the system components, they can cause all kinds of problems. The only safe way to run one of these ultrasonic humidifiers is to use distilled water. If you use a humidifier, be sure it does not generate these deposits.

If you do your best to keep the environment for your computer equipment clean, your system will run better and last longer. Also, you will not have to open up your unit as often for complete preventive maintenance cleaning.

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