Topic: COMPUTER MAINTENANCE Follow these steps to maintain and backup your files:

Disk Cleanup (cleanmgr.exe) is a computer 1. Organize Your Files

maintenance utility included in Microsoft Windows Keeping your information organized should be one of
designed to free up disk space on a computer's hard your first priorities. This will make things much easier
drive. The utility first searches and analyzes the hard when the time comes to back up. Because the "My
drive for files that are no longer of any use, and then Documents" folder is the default location for many
removes the unnecessary files. There are a number of programs to store their files, it is also the most logical
different file categories that Disk Cleanup targets when location to store your files. Make sub-folders in your
performing the initial disk analysis: documents folder to keep your data organized.
 Compression of old files

 Temporary Internet files 2. What do I Backup?

 Temporary Windows files Just about anything your media will allow you to store.
This means you can make copies of all your personal
 Downloaded program files
data, such as documents, image and media files, email,
 Recycle Bin financial data, saved games, and anything else that may
be important. Try to avoid having to back up the entire
 Removal of unused applications or optional operating system unless you have the media that will
Windows components support this type of backup.
 Setup log files

 Offline web pages (cached) 3. Types of Backup Media

 WinSxS (Windows component store) There are many types of backup media. You can use
tape drives, CD-R and CD-RW drives, DVD -ROM drives,
flash drives or hard drives. You can also use older types
Disk error checking also known as Chkdsk performs a of media like Iomega's Zip or Jazz drives. These are all
scan on your hard disk, usually after an improper available in both internal and external versions. Be sure
shutdown. It verifies the logical integrity of your hard to choose the right one based on how much information
drive. If it finds any logical inconsistencies in file system you would like to save.
data, disk error checking performs actions that repair the
file system data.The tool then tries to repair any that it
finds. Chkdsk can repair problems related to bad sectors, 4. Types of Backup Methods
lost clusters, cross-linked files, and directory errors.
There are two main types of backup methods. You can
do an "incremental backup." This is where you back up
Replacement of Consumables - Expenditure on specifically selected folders and data. Windows includes
computer systems does not stop with the initial purchase a fairly decent back up program or you may choose to
of the hardware and software. Various computer supplies use the program that comes with you backup hardware.
and consumables are needed to keep a computer You can also do a full-system or complete backup. This
system operating. These include: is where an "image" of your entire hard drive is made.

 paper for printers, photocopiers and fax machines 5. Backup Email

 ink and toner for printers, photocopiers and fax Move all of your important email messages to your local
machines folders on your hard drive. These files will be saved with
a .pst extension.
 lubrication oil for various machines with moving
parts

 spare replacement parts for various items 6. Delete temporary files from your hard drive.

 storage disks of various kinds, such as floppy disks, Temporary files are usually the files left over after
tapes and CDs installing a program and can be safely deleted.

 cables of various kinds

 cleaning materials 7. How Often Should I Perform a Backup?

 tools for maintenance purposes In general, it is best to schedule your backup on a

consistent and regular basis. Depending on how much
information you add or change to your system will help
you determine if this should be on a monthly, weekly or
Topic: FILE MAINTENANCE even a daily schedule. Most backup software programs
allow for automatic scheduling.
Backing Up Files
8. Defrag the files on your hard drive. USB - Universal serial bus
Defrag arranges the files on your hard drive so that they
LCD - Liquid crystal display
can be accessed more efficiently. This has two
advantages. One, your system operates more efficiently.
Two, your hard drive will last longer because it will not
have to work as hard to access files. Proper Selection of Tools

Deleting Unwanted Files A tool is a hand held device that aids in accomplishing
a task. Tools range from a traditional metal cutting
part of a machine to an element of a computer
The longer you have a PC, the more unnecessary, program that
temporary, or duplicate files will accumulate on your disk.
activates and controls a particular function. Preparing
These files take up space that may cause your PC to run
slower or take up space on your hard drive. By deleting
for the task to be undertaken includes proper tool
or consolidating these files you can easily boost your selection.
PC's performance and open up room for new files.

Safe Use of Tools

Updating Anti-Virus

Once selected, use the tool for the purpose for which it
It is important to constantly update the anti-virus software was designed. Not all tools come with detailed
on a computer because computers are regularly instructions, but there are those that do spell out the
threatened by new viruses. The anti-virus updates safety ―Do’s and Don’ts for your safety. If there are
contain the latest files needed to combat new viruses set-up/use options, operator judgment must always be
and protect your computer. based on what is the safest way to use the tool.

Topic: TOOLS Environmental Safety and Health Program

requires the following:
Bin - a container or enclosed space for storage.
• All tools be kept in good condition with regular
Computer chassis - the enclosure that contains most maintenance
of the components of a computer.
• The right tool be used for the job
Diagnostic tools - used to test the integrity of circuits • Each tool be examined before use AND damaged or
and the quality of electricity in computer components defective tools NOT to be used
and to test the functionality of computer ports.
• Tools be operated according to manufacturer’s
instructions
Hazards - risks; dangers. • The right protective equipment for the tool and
activity be used
Insulation - a material that reduces or prevents the
transmission of heat or sound or electricity.
Hardware Tools
Nozzle - a projecting part with an opening, as at the
end of a hose, or regulating and directing a flow of To complete hardware repairs, it is important to have
fluid. a toolkit that should contain all of the necessary tools.
As you gain experience, you will learn which tools to
Preventive - intended or used to prevent or hinder. have available for different types of jobs. Hardware
tools are grouped into these four categories:
 Electro-Static Discharge (ESD) tools
Static electricity - an accumulation of electric charge
on an insulated body.  Hand tools

 Cleaning tools
Tool - a handheld device that aids in accomplishing a
task.  Diagnostic tools

Toolkit - a set of tools designed to be used together or

for a particular purpose. Electro-Static Discharge (ESD) tools

ESD - Electrostatic discharge.

Static electricity is easily generated by friction on Having the appropriate cleaning tools is essential
carpets, tile flooring, clothing, hair, fabric, and etc. The when maintaining or repairing computers. Using these
friction of moving air alone will charge suspended tools ensures that computer components are not
particles and cause the buildup of static electrical damaged during cleaning.
charges on people and objects in the environment.
Grounded anti-static work mats used with anti-static
wrist straps provide the most basic means for the Lint-free cloth – used to clean different computer
controlled discharge of electrostatic electricity. components without scratching or leaving debris.

Anti-static wrist strap – used to prevent ESD damage Compressed air – used to blow away dust and debris
to computer equipment. from different computer parts without touching the
components.

Anti-static mat – used to stand on or place hardware

on to prevent static electricity from building up. Cable ties – used to bundle cables neatly inside and
outside of a computer.

Hand tools
A hand tool is a device for performing work on a Parts organizer – used to hold screw, jumpers,
material or a physical system using only hands. The fasteners and other small parts and prevents them
hand tools can be manually used employing force, or from getting mixed together.
electrically powered, using electrical current.

Diagnostic Tools
Flat head screwdriver – used to loosen or tighten Computers are easier to use and more dependable
slotted screws. with each new generation of hardware and operating
system update, but that doesn't mean they're
problem-free.
Philips head screwdriver – used to loosen or tighten
crosshead screws.
Multimeter – used to test the integrity of circuits and
the quality of electricity in computer components.
Torx screwdriver - used to loosen or tighten screws
that have a star-like depression on the top, a feature
that is mainly found on laptop. Loopback Adapter – used to test the functionality of
computer ports.

Hex driver – sometimes called a nut driver, is used

to tighten nuts in the same way that a screwdriver
tightens screws.
Topic: COMPONENTS TO BE
MEASURED

Needle-nose pliers – used to hold small parts.

Memory

Wire cutter – used to strip and cut wires. Although memory is technically any form of electronic
storage, it is used most often to identify fast,
temporary forms of storage. If your computer's CPU
had to constantly access the hard drive to retrieve
Tweezers – used to manipulate small parts. every piece of data it needs, it would operate very
slowly. When the information is kept in memory, the
CPU can access it much more quickly. Most forms of
Part retriever – used to retrieve parts from location memory are intended to store data temporarily. The
that are to small for your hand to fit. CPU accesses memory according to a distinct
hierarchy. Whether it comes from permanent storage
(the hard drive) or input (the keyboard), most data
Flashlight – used to light up areas that you cannot see goes in random access memory (RAM) first. The CPU
well. then stores pieces of data it will need to access, often
in a cache, and maintains certain special instructions
in the register.
Cleaning Tools
Read-only memory (ROM) chips are located in the
motherboard. ROM chips contain instructions that can
be directly accessed by the CPU. Basic instructions
for booting the computer and loading the operating
system are stored in ROM. ROM chips retain their
contents even when the computer is powered down.
The contents cannot be erased or changed by normal
means.

Random access memory (RAM) is the temporary

storage for data and programs that are being
accessed by the CPU. RAM is volatile memory, which
means that the contents are erased when the
computer is powered off. The more RAM in a
computer, the more capacity the computer has to hold
and process large programs and files, as well as DOUBLE DATA RATE (DDR) TECHNOLOGY
enhance system performance. Early computers had
doubles the maximum bandwidth of SDRAM. DDR2
RAM installed in the motherboard as individual chips.
offers faster performance while using less energy. DDR3
The individual memory chips, called dual inline
operates at even higher speeds than DDR2; however,
package (DIP) chips, was difficult to install and often
none of these DDR technologies are backward- or
became loose on the motherboard. To solve this
forward compatible.
problem, designers soldered the memory chips on a
special circuit board called a memory module. Even with a wide and fast bus, it still takes longer for data
to get from the memory card to the CPU than it takes for
the CPU to actually process the data. Caches are
designed to alleviate this bottleneck by making the data
used most often by the CPU instantly available.
Registers are memory cells built right into the CPU that
contain specific data needed by the CPU, particularly the
Arithmetic and Logic Unit (ALU). An integral part of the
CPU itself, they are controlled directly by the compiler
that sends information for the CPU to process.

STORAGE DRIVES

Storage drives read or write information on magnetic or

optical storage media. The drive can be used to store
data permanently or to retrieve information from a media
disk. Storage drives can be installed inside the computer
case, such as a hard drive. For portability, some storage
drives can connect to the computer using a USB port, a
FireWire port, or an SCSI port. These portable storage
drives are sometimes referred to as removable drives
and can be used on multiple computers. Here are some
common types of storage drives: Floppy drive, Hard
drive, Optical drive and Flash drive.

Floppy Drive

-a storage device that uses removable 3.5-inch floppy

disks. -can store 720 KB or 1.44 MB of data.

-usually configured as the A: drive.

-can be used to boot the computer if it contains a

bootable floppy disk.

- 5.25-inch floppy drive is older technology and is seldom

used.

Hard Drive

A hard drive, or hard disk drive, is a magnetic storage

device that is installed inside the computer. The hard
drive is used as permanent storage for data. In a
Windows computer, the hard drive is usually configured Booting – starting (a computer) by loading an
as the C: drive and contains the operating system and operating system from a disk.
applications. The hard drive is often configured as the
first drive in the boot sequence. The storage capacity of Electronic storage - a device for recording (storing)
a hard drive is measured in billions of bytes, or gigabytes information (data).
(GB). The speed of a hard drive is measured in Firewire - Apple Computer's version of a standard, IEEE
revolutions per minute (RPM). Multiple hard drives can 1394, High Performance Serial Bus, for connecting
be added to increase storage capacity. devices to your personal computer.

Hot-swappable - the connection and disconnection of

Optical Drive peripherals or other components without interrupting
system operation.
An optical drive is a storage device that uses lasers to
read data on the optical media. There are three types of Interface - the point of interaction or communication
optical drives: Compact Disc (CD), Digital Versatile Disc between a computer and any other entity, such as a
(DVD) and Blu-ray Disc (BD). CD, DVD, and BD media printer or human operator.
can be pre-recorded (read-only), recordable (write once), Laser - a device that emits light (electromagnetic
or rewritable (read and write multiple times). radiation) through a process of optical amplification
based on the stimulated emission of photons.

External Flash Drive Magnetic platter - a thin, high precision disk that is
coated on both sides with a high precision magnetic
An external flash drive, also known as a thumb drive, is a material and which is used in a hard disk drive (HDD) to
removable storage device that connects to a USB port. store data.
An external flash drive uses the same type of non-volatile
memory chips as solid state drives and does not require Memory module - a narrow printed circuit board that
power to maintain the data. These drives can be holds memory chips.
accessed by the operating system in the same way that Magnetic storage media - any storage medium in which
other types of drives are accessed. different patterns of magnetization are used to represent
stored bits or bytes of information

Operating system - a set of programs that manage

computer hardware resources and provide common
Types of Drive Interfaces services for application software.

Hard drives and optical drives are manufactured with Optical storage media - any storage in which data is
different interfaces that are used to connect the drive to written and read with a laser for archival or backup
the computer. To install a storage drive in a computer, purposes.
the connection interface on the drive must be the same
as the controller on the motherboard. Here are some
common drive interfaces: Within a computer, information is represented and stored
in a digital binary format. The term bit is an abbreviation
of binary digit and represents the smallest piece of data.
IDE – Integrated Drive Electronics, also called Advanced
Technology Attachment (ATA) is an early drive controller Humans interpret words and pictures; computers
interface that connects computers and hard disk drives. interpret only patterns of bits.
An IDE interface uses a 40-pin connector.

SATA – Serial ATA refers to the serial version of the ATA A bit can have only two possible values, a one digit (1) or
drive controller interface. A SATA interface uses a 7-pin a zero digit (0). A bit can be used to represent the state
data connector. of something that has two states. For example, a light
SCSI – Small Computer System Interface is a drive switch can be either On or Off; in binary representation,
controller interface that can connect up to 15 drives. these states would correspond to 1 and 0, respectively.
SCSI can connect both internal and external drives. An
SCSI interface uses a 50-pin, 68-pin, or 80-pin
connector. Computers use binary codes to represent and interpret
letters, numbers and special characters with bits. A
commonly used code is the American Standard Code for
Information Interchange (ASCII). With ASCII, each
Topic: DIGITAL REPRESENTATION character is represented by a string of bits. For example:

Bit - a fundamental unit of information having just two Capital letter: A = 0100 0001
possible values, as either of the binary digits 0 or 1.
Number: 9 = 0000 1001
Byte - a unit of digital information in computing and
telecommunications that most commonly consists of Special character: # = 0010 0011
eight bits.
Each group of eight bits, such as the representations of 51 files can be stored in that folder (1,048,576 / 20,480 =
letters and numbers, is known as a byte. Codes can be 51.2).
used to represent almost any type of information digitally:
computer data, graphics, photos, voice, video , and
music.
Topic: PERIMETER, AREA, and
VOLUME
CONVERT DECIMAL NUMBERS TO BINARY

1. The 'perimeter' of a shape is the distance around it.

To convert a decimal number to binary, all you have to In order to calculate the perimeter of a shape, you
do is divide the number by 2. Get the must add up the lengths of all its sides.
quotient and the remainder. Bring down the quotient, Formula:
divide it by 2, and get the quotient and
Square: P=4S
remainder again. Do it repeatedly until the quotient
results to 0. Copy the remainder from Rectangle: P=2l+2w

bottom to top, and that is the binary equivalent. Triangle: P=a+b+c

2. The 'area' of a shape is the number of square units
which cover it, i.e. the size of the surface of a shape.
25 Q R
Formula:
25/2 12 1
Square: A=S2
12/2 6 0 Binary equivalent of 25 is 11001 Rectangle: A=l x w

6/2 3 0 Triangle: A=b x h

3/2 1 1 2
1/2 0 1 3. The 'volume' of a shape is the number of cubic units
which occupy it, i.e. the amount of 3D space which the
shape occupies.
CALCULATING DATA STORAGE
Cube: V=S3
Rectangular Prism: V=l x w x h
While a bit is the smallest representation of data, the
most basic unit of digital storage is the byte. A byte is 8
bits and is the smallest unit of measure (UOM) used to
represent data storage capacity. Topic: FLOWCHART
Drawing - act or the art of representing any object by
When referring to storage space, we use the terms means of lines and shades
bytes (B), kilobytes (KB), megabytes Picture - visual representation or image painted,
(MB), gigabytes (GB), and terabytes (TB). drawn, photographed, or otherwise rendered on a flat
surface
Process - a series of actions, changes, or functions
One kilobyte is a little more than one thousand bytes, bringing about a result
specifically 1,024. A megabyte
Technical - pertaining to the useful or mechanical arts,
represents more than a million bytes or 1,048,576. A or to science or business
gigabyte is 1,073,741,824 bytes. A terabyte is
1,099,511,627,776. The exact number is gained by Technician - a person skilled in mechanical or
taking 2^n power. industrial techniques or in a particular technical field
Flowchart - a diagram that uses graphic symbols to
depict the nature and flow of the steps in a process
Once we know the size of a file or folder, it is possible to
determine the number of bytes being used. For example: Tool kit - a small bag or box equipped with hand tools
A file is 20 KB in size Tree structure - an algorithm for placing and locating
1 KB = 1,024 Bytes files in an organized database

20 * 1,024 = 20,480 bytes in a 20 KB file Video display terminal (VDT) - a computer terminal
having a video display that uses a cathode-ray tube.
If a 20 KB file is stored in a 1 MB folder (1 MB =
1,048,576 bytes of space); then approximately a total of
A flowchart is a diagram that uses graphic symbols to very helpful in training employees to perform the process
depict the nature and flow of the steps in a process. according to standardized
Another name for this tool is "flow diagram." procedures.

Elements of a Flowchart 3. Identify problem areas and opportunities for

process improvement.
1. Terminator is represented by a small rectangle Once you break down the process steps and
with curved corners. A terminator appears at the start diagram them, problem areas become more
and at the end of a visible. It is easy to spot opportunities for simplifying and
flowchart. The end refining your process by analyzing decision points,
terminator appears only redundant steps, and rework loops.
once on a single flowchart.

Basic Flowchart Symbols

2. Process is represented by a rectangle. It refers to an
action in a business process. It must be described clearly 1. Oval. Ovals indicate both
and concisely. A process can be described using a single
the starting point and the
verb-noun phrase; for ending point of the process
example, "Order Office steps.
Supplies." The
same level of detail must be
kept in processes on a single flowchart. 2. Box. A box represents an
individual step or activity in the
3. Sub-process is
process.
represented by a rectangle
with double lines on each side.
A sub- process is a major
process that could be broken up into simpler processes 3. Diamond. A diamond shows a
developed into another flowchart. decision point, such as yes/no or
go/no-go. Each path emerging from the
diamond must be labeled with one of the
possible answers.
4. Decision is represented by a
diamond. A process that can answer
a decision of "yes" or "no" requires a
decision box. 4. Circle. A circle indicates that a particular
step is connected to another page or part
A
of the Flowchart. A letter placed in the
5. Connector is represented by a small circle or a circle clarifies the continuation.
connector box and is labeled using letters. A flowchart
written on a single page is clearer than a 5. Triangle. A triangle shows where an
flowchart on several pages. A connector in-process measurement occurs.
ensures that the processes are A
connected logically and correctly on
several pages.

6. Arrow Lines are drawn in one direction,

preferably from top to bottom, keep a flowchart
clear. Avoid arrow lines that loop because this

could indicate redundancy in the business

process.

Benefits of Using a Flowchart

1. Promote understanding of a process.

People may have differing ideas about how a
process works. A flowchart can help you gain
agreement about the sequence of steps. Flowcharts
promote understanding in a way that written procedures
cannot do. One good flowchart can replace pages of
words.

2. Provide a tool for training employees.

Because of the way they visually lay out the sequence
of process steps, flowcharts can be