| Technology is great-it allows us
to accomplish more in less time, and with fewer resources. But, as
we all know, it must be properly maintained to retain its highest value.
Here are some essentials of a good maintenance program:
Data Backups
The need for a daily backup of data cannot be stressed enough.
Data backups are inexpensive-especially compared to the cost of recreating
the original data in a crisis.
Not only should the data be backed up, but the
backup should also be verified. Verification is a simple process
that is an option in most data backup software: after the information is
backed up, it is then compared to the original source data to ensure that
there were no glitches in the data transfer. Verification also
provides assurance that the data backup is actually taking place.
Additionally, one should review the backup log
for error messages, and resolve any problems.
Another vital aspect of data backups is to ensure
that a copy is kept offsite in case of a catastrophic event at the office.
This can be accomplished the old fashioned way by carrying the tape or CD
ROM offsite, or the high-tech way of backing up to a cyber drive on the
internet such as X-drive.
It is easy to become lax about the backups, but
when disaster strikes, it's very costly to be unprepared. In these
cases, an ounce of prevention is worth a ton of cure.
Operating System
Updates
Microsoft is continuously improving its operating software.
These improvements are provided free of charge via the Microsoft website
at Microsoft.com. Keeping
your systems current by downloading the latest updates allows your
operating systems to function more effectively as well as potentially
eliminate some of those annoying problems you may be experiencing.
Antiviral
Software
This is a must. Since most of us e-mail and transfer data files,
our exposure to viruses is greatly increased. Viruses are akin to
miniature computer anarchists. Their only purpose is to reduce your
computer environment to chaos.
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Antiviral software,
properly set up, will help prevent this chaos from occurring on your
computer. In addition to the software, you need to subscribe to a
service that updates or inoculates your system on a periodic basis to
protect you against the latest anarchist plots.
Scan Disk and
Defrag - what are they and what do they do?
These two programs are part if the Windows operating system that
assist you in maintaining a healthy computer system. They are
located under Programs / Accessories / System. Basically, the
programs work in tandem to first scan the hard drive, check the file
structure, and rearrange files for more efficient use. Running these
programs on a regular basis, weekly or so, will enhance your computer's
performance.
Memory Check -
Not
for you, but for your computer. If your computer is relatively new
(2 years or less) and the performance is less than you desire, additional
memory may be the answer. Generally it is the most cost effective
way to enhance system performance. All of my office computers have
at least 128MB of memory.
Daily backups, operating system updates,
anti-viral software and updating service, scan disk and defrag, and memory
checks are the basic ingredients in a good maintenance program.
These and other relevant CPA topics are discussed
at the Ventura CPA
Discussion Group, which meets at 7:30am on the last Friday of each
month. To get on the e-mail list, send your request to garry@jonescpa.net.
Garry Jones is Co-Chair of the Ventura CPA Discussion Group and is also
Chair of the San Fernando Valley CPA Discussion Group. His firm
focuses on providing advice, accounting, and tax services to businesses.
He can be reached via e-mail at garry@jonescpa.net
or via telephone at 818-706-8531.
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