Maintenance of Business Systems Part 1

business management

Okay, so you’ve bought the printers and scanners for the admin department, the R&D team have got shiny new computers, and your designers are working with top-of-the-line software. You can sit back, relax, and not have to worry about buying any new equipment until they break.

Or so it would seem. While, in an ideal world, it would be brilliant to buy a single piece of equipment and never have to update or change it, this unfortunately isn’t the case with modern technology. After all, think of how differently your business would be functioning if you were running everything from a 90’s dial-up modem!

Below, we’ll take a look at some of the reasons it is important to keep on top of different types of system maintenance (and not just computers!)

Software and Hardware

Okay, I said “not just computers”, but it is still very important! System maintenance is talked about a lot in terms of computers, but to round it up, there are two main things to keep in mind with computer upkeep.

Hardware consists of the physical components and pieces that make up a computer. Things like hard drives, processors, graphics units and connection ports all count as system hardware. While it can be difficult to monitor what state these components are in (in terms of maintenance), there are measures you can implement to ensure that they stay in tip-top shape, such as regular cleaning of USB ports, removing dust build-up from computer fans, and making sure that they computer system (especially “tower”, or desktop computers) cannot be knocked over or moved while they are switched on (hard drives contain disks that spin incredibly fast; applying impact shock to a disk spinning at 7,000rpm is…well, I’m sure you can figure out the rest!)

Software is very much on the other end of the spectrum; programs and systems that are stored on a computer or system that provide an interactable user function. Think things like Microsoft Office (Word, Excel, PowerPoint), CAD design programs, or even things like Notepad or Paint. A lot of software programs have features that allow them to be updated automatically in the background, while you are working on other things; however, this is not always the case. While things Notepad can most likely be a few versions out of date and nobody will mind, apply the same issue to things like Financial and Accounting Software, and I’m sure you can see where care and attention to updates becomes imperative. Keep an eye out for update pop-ups when opening programs, or icons on the toolbar notifying of program and software updates; there’s nothing worse than spending days working on outdated software only to find out you are the only one that can open or use the file!

Fire Systems

It goes without saying that fire and buildings never go well together; irreparable damage to computer systems and potential loss of data and products, while secondary to the threat to people within the building of course, is still a real threat. Keeping fire prevention and detection systems in working order is not only incredibly important, but also mandated by health and safety legislation.

Following the procedures laid out by the HSE and Regulatory Reforms (Fire Safety)Order implemented in 2005, by testing call points, keeping fire extinguishers under regular service, and practicing fire drills regularly, you can keep the systems functioning as they should, so that in the event that a fire does break out, it can be easily detected, isolated and dealt with in the appropriate manner with minimal damage to business infrastructure, and a greatly lessened risk to human life.

Keep an eye out for the second part of this article, where we will go into a little more detail of security and audio-visual systems and maintenance.

Data entry systems

Data input ensures that all essential information is preserved in one place and in the proper sequence for easy reference. As a result, businesses can save money on infrastructure while retaining anonymity, which is advantageous in business.

You must ensure that all data entry systems are operational, or you can outsource data entry services and work with a more professional organization.

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