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6. Use the Windows “Disk Defragmenter” utility. Over time, files tend to get spread out in little pieces all over your hard drive, which can cause extreme slowdowns. “Defragging” puts all of those pieces together so files can be retrieved faster. Retrieving information from the hard drive is by far the slowest link in the computing chain, so using this tool can make a big difference. Do not use your computer while it is defragging.
Tip: You can set up Disk Cleanup and Disk Defragmenter to run automatically during your business’ off hours (I recommend once a week) using the Windows Task Scheduler. For instructions, visit www.microsoft.com/windowsxp/using/setup/expert/crawford_october08.mspx.
7. Back up files and settings. I sincerely hope you back up your self-storage management data every day. This is vital to the operation of your business. If don’t complete regular backups, begin doing so immediately.
While not as critical, you should also back up other files, such as those in your “My Documents” folder and your Windows settings. Use the Windows “Backup” utility to copy these files to CD, DVD, zip disk or a flash drive (memory key). A flash drive is a small device that stores a lot of information and plugs easily into the USB port on your computer. It’s even tiny enough to attach to your key chain.
For details on using Windows Backup, go to www.microsoft.com/windowsxp/using/setup/learnmore/bott_03july14.mspx. There are many other programs that provide excellent backup and recovery utilities. One of my favorites is Norton Ghost (www.symantec.com/sabu/ghost/ghost_personal).
8. Properly maintain your printer. Printers will wear out and their print quality will deteriorate if not properly maintained. Printer care is generally easy, however, see No. 3 in the “never do this” list above. Every printer varies, so follow the manufacturer’s instructions for proper cleaning and maintenance. The following websites are specific to Hewlett-Packard, but the principles can be applied to any inkjet or laser printer.
9. Keep anti-virus software updated. Anti-virus software ensures you are continuously protected against new threats (approximately 250 new viruses are unleashed every month). It is sold on a subscription basis—you have to renew your subscription every year, or you’ll only be protected against old viruses. Also make sure your software protects you from other dangers, such as Spyware, or get separate anti-Spyware software like Avast Home (www.avast.com) and AVG (http://free.grisoft.com).
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