MODULE TITLE: Maintaining IT
equipment and consumables
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1.1 Determine and document warranty
status of components
A warranty is a term of a contract. Depending on the terms of the contract, a
product warranty may cover a product such that a manufacturer provides a
warranty to a consumer with which the manufacturer has no dire
Hardware Warranty
By law, goods when sold must be of satisfactory quality, fit for the purpose and
correspond to the published description at the date of delivery to the buyer and
remain that way for a reasonable period afterwards, but that period may be no more
than an hour or a day. Since the general law is uncertain and imprecise, we offer
this Hardware Warranty to the customer, so as to avoid any uncertainty and offer
peace of mind.
Software Warranty
A software warranty is a document, often a digital document provided as a file with
a piece of software, which indicates any rights a user may have to replace a piece
of software if it is damaged or faulty. This type of warranty may involve the
hardware on which the software was sold, such as a physical disc.
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Review system architecture and configuration documentation
System architecture is the conceptual model that defines the structure, behavior, and
more views of a system. An architecture description is a formal description and
representation of a system, organized in a way that supports reasoning about the
structures and behaviors of the system.
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Computer architecture
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Critical hardware and software
components
A motherboard is a circuit board through which all the different
components of a computer communications and it keep everything
together. The input and output devices are plugged into the
motherboard for function.
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Input devices
Computers respond to commands given to them in the form of
numbers, alphabets, images etc. These inputs are then processed
and converted to computer language and then the response is the
output in the language that we understand or the one we have
programmed the computer with. Example: keyboard, mouse,
microphone,…
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Output Unit
The result of the command we provide the computer with through the
input device is called the output. The most used is the monitor since
we give commands using the keyboard and after the processing, the
result or outcome is displayed on the monitor.
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Central Processing Unit (CPU)
The CPU is called the brain of the computer since no action can take
place without its permission and execution as the main processing
unit. It communicates with all the other components of the computer
and has Components that help in the smooth functioning of the CPU.
Components of the CPU are:
A. Memory Unit
The information entered through the input devices is saved in the
memory of the CPU and then passed on to the other parts. Similarly,
when the output is ready it is saved in the memory before the result
is given to the user.
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B. Control Unit
This unit controls the functioning component of the computer. It collects the data
entered, leads it on for processing after the processing is done, receives the output
and provides it to the user. So getting instructions, decoding it, signaling the execution
and receiving the output is done by the control center and hence it is called the center
of all processing actions that happen in the computer.
C. Arithmetic and Logical Unit
This unit does mathematical calculations, arithmetic operations, comparison of data
and decision making. It has circuits that are built for addition, subtraction,
multiplication, division and other calculations.
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Graphics Processing Unit (GPU)
Another vital component of the computer is GPU. The Graphics
Processing Unit or the video card helps generate high-end visuals like
the ones in video games. Good graphics like these are also helpful for
people who have to execute their work. It generally communicates
directly with the monitor.
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Random Access Memory (RAM)
RAM is the most commonly referred component in a computer. The
RAM is also known as the volatile memory since it gets erased every
time the computer restarts. It stores the data regarding the programs
which are frequently accessed programs and processes. It helps
programs to start up and close quickly. It being slower has made it
more obsolete these days
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SRAM (Static RAM)
Static RAM (SRAM) uses several transistors to hold each bit of data in memory. This
technology has both advantages and disadvantages. Once you had data in SRAM, the
system didn't need to do anything special to keep it there. Its access time was low and
never interrupted by wait states. Because it used so many transistors to keep each bit
of data in place, SRAM cost much more than other RAM.
DRAM (Dynamic RAM)
DRAM) used only a single capacitor per bit of data and, thus, cost substantially less
than SRAM, but had many disadvantages. The DRAM memory required periodic
refreshing during which the processor couldn't access the RAM (called a wait state).
Refreshing caused DRAM to be slower than SRAM.
Additionally, DRAM used more power than SRAM. DRAM became the primary system
RAM in all computers for many years.
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SDRAM (Synchronous Dynamic RAM)
SDRAM the current RAM of choice in most systems offers a great
improvement over DRAM, delivering data in high speed bursts. Plus,
SDRAM runs at the speed of the system bus.
Storage Unit
A storage unit is a part of the computer system which is employed to
store the information and instructions to be processed.
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It can also store information/data both temporarily and permanently. Computer
storage is of two types:
Primary Storage Devices: It is also known as internal memory and main memory.
This is a section of the CPU that holds program instructions, input data, and
intermediate results. It is generally smaller in size. RAM (Random Access Memory) and
ROM (Read Only Memory) are examples of primary storage.
Secondary Storage Devices: Secondary storage is a memory that is stored external
to the computer. It is mainly used for the permanent and long-term storage of
programs and data. Hard Disk, CD, DVD, Pen/Flash drive, SSD, etc, are examples of
secondary storage.
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Symptoms of common devices failure
Symptoms of RAM Failure
Low Performance
A Faulty RAM can be identified from sudden decrease in performance. You PC may
run fine when you start up the computer, but as soon as you start using it you may
notice the performance gradually decreases.
Frequent Crashes
Since there can be numerous reasons behind computer crashes, it is difficult to
pinpoint the exact cause. However, if the crash happens to occur randomly and
without any warnings it could be sign of a faulty RAM.
Graphics Card Failure
Under normal circumstances when you turn on the PC, you may hear beep tones
given by the computer. This indicates that all the hardware components are
recognized and functioning properly. Literally if there are no any beep tones given,
it could be sign of a RAM failure. Along with these the Graphics card may also fail
to load during the boot process.
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Corrupted Files
Corruption of file present on your system can be an indication of a failing RAM.
Specifically the files you access and save frequently may get corrupted.
System Freeze
RAM issues can also manifest in the form of system freezing. Your PC could freeze
without any prior warnings. And even keyboard and mouse can become completely
unresponsive.
Blue Screen of Death
Blue Screen of Death errors are common when you have installed a new hardware or
software. But if the error seems to appear without any hardware installation that
could mean that the memory is facing some problems.
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Random Restart
Random restarts have found to be another symptom of a faulty RAM. This can happen
all of a sudden when you are performing a task or just when you are not literally doing
anything.
Beep Noises
Listen for the beep tones when you turn on the PC. Unlike usual one single beep, if
there are sequences of beeps heard that can be a sign of a failing RAM. However these
beep codes vary depending on the manufacturer. Therefore, you have to search the
codes to find out whether they are related to the RAM.
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Symptom of CPU Failure
Computer Freezes
One of the most common signs of CPU failure is the random freezing
of your computer, usually after just logging into the operating
system.
Booting Issues
Normally you will hear a beep sound when your computer is powered
on. However, in case of a CPU failure, there can be booting issues
such as – blank screens, no beep after the boot and no response on
pressing keyboard keys or clicking the mouse.
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Computer Automatically Turns Off
If your computer has been working for a long time, the processor can get heated up.
In such a condition, the motherboard shuts down the PC to cool down the processor.
By shutting down, the processor is saved from getting permanently damaged. If you
are experiencing a frequent shutdown issue, it can be due to CPU issues.
A Blue Screen with Error Code
If your screen displays the error code 0x00000, then it is an indication of processor
failure.
Beep alerts
Each time the computer is booted, it checks whether all the components of the PC are
functioning properly. This is called the POST test. If you hear irregular beep sounds, a
failing CPU can be one of the reasons. A CPU issue will usually cause a series of 5-7
beeps.
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External Appearances of Damage
A computer can show signs of CPU damage even without booting it up. Overheating
can cause damages that may be visible externally. Any burnt marks on and around the
CPU socket indicates that the CPU has undergone extreme overheating. In such
situations, a replacement may be the only option.
Hard disk Failure
Frequent Computer Freezes and Crashes
If you find your computer freezes and crashes like the Blue Screen of Death issue
frequently, it is possibly caused by your hard drive. And if it occurs after a fresh
installation, it is very likely due to bad hardware, and possibly a failing hard drive.
There are many causes of computer freezes and crashes, but it also indicates hard
drive failure coming soon.
Missing Files or Files Failed to Open
One of the typical signs of hard drive failure is files suddenly disappeared or failed to
open.
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Consuming Excessive Time to Access Folders and Files
Really long wait time to access folders and files is also a sign of hard drive failure,
which is due to the failing areas of the hard drive requiring repeated read attempts
before successful access. However, this can be also caused by many other computer
issues, but it is also a typical sign of hard drive failure.
A Rising Number of Bad Sectors
A rising number of bad sectors can be a sign of a failing hard drive. A bad sector is a
disk sector on a disk storage unit that is permanently damaged. Once damaged, all
information stored on the sector will be lost.
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Signs of Power Supply Failure
Computer turns on for some time then it suddenly turns off.
Random black & blue screen crashes
The infamous BSOD or the Blue Screen of Death is a frequent sign citing power supply
failure. But usually, it’s the lack of power that may cause the malfunctioning of
different hardware components of the system. Of course, bsod can be caused due to
driver failures, memory, and storage disk issues.
Random Computer Crashes and Restarts
The CPU is off without notice, and then it restarts, leaving all of your unsaved
progress gone forever.
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Display Issues
It is usually a problem due to insufficient power that causes the CPU and the Graphics
driver to malfunction, resulting in this glitch.
If the same problem persists while connected with the main power supply, then there
is something wrong with the monitor. If not, it’s the Power Supply.
Smoke/Burning Smell
In case your Power Supply unit is out of service, you may find it being
smoked(literally). A power surge on a dead PSU may lead to fatal accidents, including
a fire.
Strange noises from the PC case
It may also be a grinding sound with the fan. It could be that it has reached the end of
its useful life, that the fan is not being supplied with power, problems with the fan
itself, dirt (try cleaning it), or that it is rubbing against something.
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PC won’t start, but the case fans spin.
So the case fans are spinning, but the PC isn’t starting.
Overheating of PSU
If you don’t hear the PSU fan at all – and don’t feel air coming from the air vent on the
back of the unit – this could be a sign of fan ventilation failure.
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Creating Preventative
Maintenance Schedule
This module provides basic information about maintaining your
computer hardware and software. It is important that computer
hardware devices are regularly maintained.
Maintenance is a set of organized activities that are carried out in
order to keep an item in its best operational condition with minimum
cost acquired.
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Types of Maintenance
Preventive Maintenance (PM)
The advantage of applying preventive maintenance activities is to
satisfy most of maintenance objectives. Its aim is to maintain
machines and facilities in such a condition that breakdowns and
emergency repairs are minimized. Its activities include replacements,
adjustments, major overhauls, inspections and lubrications.
Corrective Maintenance (CM)
In this type, actions such as repair, replacement, or restore will be
carried out after the occurrence of failure in order to eliminate the
source of this failure or reduce the frequency of its occurrence.
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Maintenance safety rules
Maintenance safety rules are safe guard of people and Pc components. It prevents
people from injury, equipment from damage.
A. Laboratory procedures
The work place or laboratory should have safety guidelines
B. Safe working conditions
The work place should be cleaned and organized
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Identifying and applying specific
and appropriate maintenance
procedure
Computer maintenance is the art of ensuring that computers are in a
good state of repair. This art encompasses computer cleaning,
backup, disk maintenance and software update maintenance.
Preventative Maintenance Procedures
Cleaning for the most part, computer equipment is very reliable and
lasts a long time. Dirt and other airborne contaminants will greatly
accelerate the deterioration caused by normal use. Therefore, the
best preventive maintenance is to keep the equipment clean.
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Compressed Air
Compressed air works well for getting the dust out of power supply fans, expansion
slots, and keyboards, but you need to exercise care in using it for blowing the dust off
components and the inside of the case.
Lint-Free Cloths
Lint-free cloths are excellent for removing dust from your computer. The cloths used
for cleaning eyeglasses work the best, because they will not scratch surfaces or leave
lint behind.
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Component Protection and Storage
You need to protect your computing environment from any kind of power surge, or
power sags, as either of these events can cause severe damage to your system.
Uninterruptible Power Supplies(UPS)
A UPS helps in blackout situations, during which the electricity cuts off completely for
a period of time, and brownouts, during which the electrical supply sags well below
the level needed to run your PC. Every UPS has batteries that provide backup power,
thus enabling you to save your work and shut down your PC properly.
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Surge Suppressors
Surge suppressors help to absorb power surges so that your computer does not feel
their effects. They come as either separate modules or incorporated with a UPS. The
best suppressors to purchase are the ones with the lifetime or 10-year guarantee.
Common ESD Protection Devices
Many devices are available that can help to protect your system from the effects of
ESD to ensure a longer life for your components. These devices include anti-static
wrist and ankle straps, anti-static mats, anti-static floor mats, anti-static bags, and
anti-static sprays.
Anti-Static Wrist and Ankle Straps
Anti-static wrist and ankle straps are composed of a wire with a 1 mega ohm resistor.
They keep you at the same relative electrical ground level as the computer
components on which you're working, as long as you set them up properly.
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Documenting and submitting recommended
procedure for approval accordingly
What are key elements of procedure documentation?
Scope the initial process. ...
Define process boundaries. ...
Determine process inputs and outputs. ...
Identify process steps. ...
Connect with project stakeholders. ...
Construct a process flowchart.
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Create a preventive maintenance schedule
Step 1: prioritize assets by maintenance needs. ...
Step 2: collect historical data about each asset. ...
Step 3: make projections about assets maintenance needs. ...
Step 4: put together the initial preventive maintenance plan. ...
Step 5: verify progress and adjust as needed.
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Identifying IT related tools and
equipment
Information Technology Equipment (ITE)
Information Technology Equipment is a group or “family” of product, which include devices
that have a primary function related to the collection, transfer, storage, or processing of
data.
Examples of ITE may be any of or similar to examples such as;
Computers
Telecommunications Equipment
Monitors
Keyboards
Printers
Servers
Drives
Network hubs
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What materials are used to
clean ICT tools?
Water.
Compressed air.
Isopropyl alcohol or glass cleaner.
Computer screen cleaning wipes.
Screwdriver.
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Clean your computer
Clean or Soapy Water and a Damp Cloth
Denatured Alcohol
Glass Cleaner
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Replace And Maintain Consumables
And Supplies
Accessing consumables from storage and recording usage
information
How to keep track of consumables
Create a list of consumables your business uses. ...
Develop a perpetual inventory system. ...
Give your employees the tools they need to succeed. ...
Align your tracking system with your reordering system. ...
Conduct audits annually—if not more frequently.
A clean and dry place.
A place with a stable temperature.
A place not exposed to direct sunlight.
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Replacing consumables and logging the action undertaken
Consumables can be defined as any parts or supplies that need replacing periodically
in order for the machine to perform all of its functions.
IT consumables are items that you use relating to your computer set-up. Examples of
IT consumables can include: -
Inkjet cartridges
Laser printer toner cartridges
Ribbon cartridges
Tape cartridges
Floppy disks
ZIP disks
CD roms blanks
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Tape, CD, floppy labels
Cables, connectors, plugs
Cleaning tools and materials
Batteries
Power boards, extension leads, spike protectors
Cables, connectors, plugs
Cleaning tools and materials
Batteries
Power boards, extension leads, spike protectors
Fuses
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Dispose consumables
Batteries
Batteries for the computer often contain lithium, mercury, or nickel-cadmium, which
means that if they were to be thrown in the garbage and carried off to a landfill site,
they could contaminate the water and soil. You can take batteries to a recycling depot
or, in some cases, send them back to the manufacturer.
CRTs
Many CRTs contain lead. If you dump them in the trash (and ultimately in a landfill),
you may contaminate the soil and water in your area and poison people. Don't do it!
For this reason, crts must be recycled or turned over to a hazardous waste program.
Toner Kits and Cartridges
The main concern about the disposal of toner kits and cartridges is that there are to
many of them. Most people go through several a year, and if they were all thrown in
the garbage, they would fill a landfill site. There are many ways of dealing with toner
kits and cartridges.
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Hardware / Software Testing
Functionality Testing. Can be performed on hardware or software products to verify
that your product functions exactly as designed. ...
Compatibility Testing. ...
Performance Testing. ...
Usability Testing. ...
Automation Testing. ...
Competitive Analysis Testing.
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Maintain Equipment
Identifying equipment which requires maintenance
Equipment maintenance is any process used to keep a business's equipment in
reliable working order. It may include routine upkeep as well as corrective repair work.
Guidelines for maintaining a computer system
Protect with padding. ...
Organize cords. ...
Update your operating system. ...
Unplug to avoid overcharging. ...
Purge your system of junk files and programs. ...
Run regular antivirus scans. ...
Clean the keyboard and case. ...
Update your passwords.
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END
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