Maintain Equipment and Consumables
Maintain Equipment and Consumables
Sections 1: Identifying and scheduling maintenance and cleaning
Routine Maintenance
‘preventive maintenance’ – reduces the chance of something going wrong
equipment works more often and workers become more productive
Non-Routine Maintenance
fixing something after it is broken or not working properly
The more you carry out routine maintenance the less likely you will have to carry out non-routine
Maintenance in a IT environment
Printers
Print out is streaky/faded
Printer many need cleaning or a new cartridge
Monitors
Difficulty reading text on a monitor e.g. from fingerprints
Monitor needs cleaning
PCs
PC isn’t booting correctly
Perform some diagnostics and possibly reinstall operating system
Peripherals
If peripheral isn’t working properly e.g. printer is jammed
Might need to clear/clean it
Floppy Disk Drive
Clean/replace
Replacing Paper
Scheduled Maintenance
You may be required to schedule the maintenance of PCs and peripherals
Although its difficult to plan for this type of maintenance you still need to allocate time for it in work schedule
Routine Maintenance
Usually involves cleaning equipment but other tasks as well
|Clean… |Replace… |Run… |Back Up… |
|keyboards |ribbons/cartridges in a printer |a disk-defragmentation program |data |
|Monitor screens/outer casing | |a program to check the integrity of a|tape drives |
| | |disk's surface | |
Scheduling routine maintenance
Maintenance tasks can be done periodically
Timing will depend on:
o Storage: clean/dirty environment
o Frequency of use
o Durability
o Guidelines in equipment documentation
Recording Dates
Can be recorded in a DB & printed out daily so can see what needs maintenance on that day
Dates can be recorded in a log kept next to each device
What gets priority
Clients
May need to squeeze routine in non-routine tasks
REFER TO BOOK FOR EXAMPLE OF MAINTANENCE PROCEDURE
Example
Replacing a ribbon/cartridge in a printer – print out faded
replace print density if allowed
replace ribbon/cartridge
may be temporarily prolong life if shake side to side to spread toner
procedure diff. for each printer – refer to manual – website if lost
laser printer toner is carcinogenic – follow recommended procedure – wear face mask/gloves
Backing Up Data – preventative maintenance
When?
E.g. hard drive copied periodically to other media e.g. floppy, network device
Keep CD ROM installed with operating system/applications
Section 2: Hardware maintenance and cleaning
Precautions
Guidelines you should follow to prevent damage to equipment or yourself
Switch-off and unplug electrical equipment before cleaning – prevent electric shock if short circuit occur
Allow e.g. printers to cool down – to lose capacitance e.g. monitors 30 minutes before cleaning outside/printer 30min before cleaning inside
Cleaning inside PC: use antistatic earthling strap – enough charge in body to damage components of PC e.g. circuit board – connected to outer casing of PC
Refer to manufacturers manual before – dangerous/invalidate warrantee
Read OH&S Guidelines in workplace
Some equip. e.g. Monitor contain large voltage – leave for professionals
Read Support Contract: contract between two companies where one company is paid to provide a service e.g. maintenance/repair - may invalidate/penalty
Cleaning in an IT Environment – Why Clean?
Removing Dust
Dust is an insulator which prevents air from circulating over/though components ( overheating
Dust can get into moving parts of a other devices ( conductive part can cause fire
Use house vacuum- attachment/ purpose built vacuum
Residue from hands
Remove with liquid cleaners available from computer stores
Precautions using cleaning fluids:
Cause dangerous fumes
Damage plastics used in computer hardware
Release ozone-damaging gases – Freon propellant
Not clean effectively
Leave chemical residue
Cleaning Kits
|Item |How is it used? |
|Small Brush |dusting electrical components |
|antistatic grounding srtap |earth' self |
|Lint Free foam cleaning swab |used with alcohol. Dab to clean e.g. edge connectors on cards. Don’t touch 'gold' edge connectors ( bad |
| |connection. Lint Free: no bits left after cleaning |
|cleaning wipes |lint free. For system unit casing, monitor |
|Contact Cleaning Solution |promote reliable connections. Cleans edge connector/electrical components |
|Compressed Air |Blasting dust from obscure corners, not reachable by vacuum. DON’T Blow by mouth - contains moisture ( |
| |Short circuit |
|Cleaning 3/1/2 disk |place special cleaning fluid on replaceable inner material. Use non abrasive type. TEST on good & bad |
| |disk first |
|CD cleaning |CD introduces dust into Drive - keep CD in case - periodically clean with kit |
|cleaning sheets for laser printer, photocopier, fax|feed paper through. Removes toner, dirt, dust --> improves print quality |
Cleaning peripherals
Monitors
Produces a lot of heat
Has vents to let cool/hot air pass
Dust block: operate at higher temp. ( life shortened
Use Vacuum cleaner NOT rag – pushes dust in
Printers
Refer to printer’s manual
Remove dust from paths of moving parts
Don’t use liquid cleaners unless recommended
Laser
Corona Wire: applies an even charge across the drum surface which causes it to repel toner
o If dirty/broken wont repel properly – whole page may come out black
Easily broken: modern lasers have charged rollers instead
Cleaning:
Switch off and unplug the printer. Wait 30min to cool & high voltage power to discharge
Wear disposable gloves
Clean outer casing with lint free cloth & detergent
Remove any lose bits of paper
Vacuum inside: using a static-safe vacuum. With rigid disposable cleaner-carcinogenic
Use lint free cloth dipped in alcohol to clean corona wire- don’t break it!
Check manual if has a ozone filter – check for periodic replacing
Keyboards
Accumulates dust, skin residue, hair, lint from clothing
Doesn’t affect function, but ‘looks’ clean – use vacuum
Mice
Accumulates dust & skin from surface it rolls on
Turn mouse upside down
Place two fingers on roller opening push down & turn until panel opens
Turn over & catch ball
Use a soft-dry lint free cloth to wipe ball – no fluid. Blow into mouse housing to remove dust
Clean steel rollers using cotton swab
Replace ball and retaining panel
Scanners & Photocopiers
Use lint free cloth & recommended liquid to clean glass top of flat bed scanner etc
Power Supplies
Vacuum dust from vent holes
Check cable aren’t broken/worn
Check power socket clear of dust/dirt
Tap Drives
Kept clean so ‘backup data’ is corrupted by contaminants
Frequency depends on manufacturer - manual
Use cleaning tape
Recording Maintenance Tasks (LOG)
Why? (in DB)
Can check source of problem e.g. improper cleaning
Might show regular problems which means product defect
Show regular but not unnecessary cleaning
What to include
Date repair / maintenance
Time carried out
Type of equipment worked on
Location & ID of Computer
Brief description of task carried out
List consumables/spare parts used
Name & signature person carrying out task
Section 3: Updating stock and inventory systems/ stock & inventory control systems
Stock: goods that an organization holds
Inventory: list & description of what they actually have
Why stock control?
Run business efficiently – if stock runs out customer may not receive good when they want it
The need for procedures
Inventory-control system : make sure you never run out of stock (stock control system), tells people how to obtain items from stores. To:
o Make sure theft of stock doesn’t occur
o Info. about stock taken from stores is entered correctly
Computerized Inventory Control Systems
Rely on correct information being entered into them
GIGI (garbage-in-garbage-out) – unreliable – important to enter correct info. on stock
Used to maintain a optimum level of stock
Stock Levels
Just-in-time: companies keeping minimal stock and order more just as it is needed
o Need reliable supplier
IT usually keeps stock levels low as e.g. disk drives become out of date
Automatic Reorder
Advantage of a computerized system
Such as ‘scanning’ in Super Market – reduces by ONE
Determining optimum reorder level:
Ask store manager what he/she thinks
Check marketing plans for product
Check usage of users
Accessing stock & Inventory systems and Recording Information
Computerized: enter stock number/name/amount/where etc – name/date etc filled out for you
Paper: you do it ( stock control form - e.g. when ‘withdrawing stock’
Stock Rotation and Disposal of Used Consumables
Stock Rotation
Oldest stock gets used first
E.g. photocopier paper. Needs to be kept away from humidity/stored flat or ( paper jams
Old paper - Paper Jam
Check how paper is stored
Check oldest used first
Implement stock rotation syst.
Disposing of Consumables
Read documentation with product
Some chemicals can be disposed regularly, others e.g. laser cartridges can be recycled
Business pay for rubbish disposal – limit / shredded – confidentiality
Section 4:Testing Hardware & Obtaining Quotes
Testing Hardware
Occurs after cleaning/maintenance
E.g. printer – self-test – network: check it prints on every terminal, scanner: scan line art drawing- check accuracy, tape drive: do backup/restore to diff. directory & check restored data is correct
Storing Unused peripherals
If ‘signed out’ will have to ‘sign in’
Storage requirements
|Item |Storage Requirements |
|Hard Disks and Floppy Disks |Shouldn’t be stored in damp conditions, in a dusty environment, or near magnetic fields e.g. telephone |
|Photocopying Paper |should be laid flat, and shouldn’t be stored in damp conditions |
|Computer cards & Hard Drives |should be stored in anti-static bags |
|Laser Cartridges |usually stored in an enclosed bag/box away from sunlight |
Replacing Consumables
Purchasing Items
Take into account:
Quality of products
Quality of service
Reliability of advice
Promptness of delivery
Reasonable return service when goods don’t work
Purchasing Guidelines
What employees are allowed to purchase
Who can approve the purchase
Declaration by purchaser of any dealings, connections/interests in chosen supplier ( fairness
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