Recommendations for Routine Computer Tasks

(Based on CM/ECF Version 2.2 and Netscape Version 4.7)

GENERAL INFO.	To improve the efficiency of your computer system and to increase security for the data stored on your computers, there are several procedures you should consider performing routinely. These procedures include: Emptying the “Recycle Bin” files Defragmenting your disk Backing up your data and systems files and taking other security precautions
	EMPTYING THE TRASH FILES
RECYCLE BIN INFO.	The “Recycle Bin” is where most deleted documents, files and shortcuts are stored. The space these “deleted” items occupy is space that is not available for storage on your computer disk drive. You must determine how often you want to empty the “Recycle Bin”, but it should probably be done at least once a month (if not more often).
VIEWING CONTENTS PRIOR TO EMPTYING	Double click on the icon if you prefer to view the contents of the “Recycle Bin” before emptying it. A window similar to the one shown below will now display listing all the contents of the “Recycle Bin”. If you see something that should not be deleted, you can click it to highlight it and “Restore” it using the “File” menu. You can now empty all the contents or highlight and delete selected items using the “File” menu or you can close the window and follow the steps set out below.
STEP 1	To delete without viewing the contents, right click on the icon on your desktop.
STEP 2	The following menu box will then display. Move your mouse pointer down to “Empty Recycle Bin” and click it as shown below.
STEP 3	The following dialog box will now display to give you an opportunity to change your mind. Click the button to complete the emptying/deleting process.
	DEFRAGMENTING YOUR LOCAL DISK DRIVES
DEFRAG-MENTING INFO.	Defragmenting your disk drive reorganizes and regroups the data on your disk so that your computer and the programs on it can run more efficiently. If you have networked drives on a server machine, your IT professional should have a routine set up for defragmenting those disk drives. The following instructions are for individuals to use to defragment their local hard drive. The first time you do this, it may take a long time to complete the process. Once you establish a regular defragmenting routine, it should not take as long. You must determine how often you want to defragment your local hard drive, but it should probably be done at least once a month. We also recommend that this be started just before leaving for lunch or for the day because it does take a little while.
STEP PRIOR TO DEFRAG.	This is a good time to review your computer files and delete any unnecessary files and to “empty” your “Recycle Bin”.
STEP 1	Close all the programs/documents that you have open on your desktop.
STEP 2	Click on the button, then rest your mouse shortly on “Programs”, then on “Accessories”, then on “System Tools” and finally click on “Disk Defragmenter” as shown below.
STEP 3	Then click on your local hard drive to highlight it as shown in the picture below. This is usually your “(C:)” drive.
STEP 4	Then click on the button to start the process. As the disk is defragmenting, the active window that is displayed will be constantly updating its display. The window will look something like the window shown below.
STEP 5	When the process is finished, the following dialog box will appear. Click on the button if you are interested in seeing the results of the process. If not, click the button.
SAMPLE REPORT RE: DEFRAG-MENTING
STEP 6	Click the button after you have reviewed, printed, and/or saved the report.
STEP 7	Click on the button to close the defragmenter window.

	BACKING UP YOUR DATA AND SYSTEMS FILES AND TAKING OTHER SECURITY PRECAUTIONS
BACKUP INFO.	If you have networked drives on a server machine, your IT professional should have a routine set up and software in place for backing up and securing network drives. Saving your data to a network drive instead of to your local (C:) drive is usually best because then the system can be set up to automatically back up your data. Then, you personally will not have to remember to do this. There are many different ways to secure and backup your data, so the following list is a checklist of things to consider or to make sure your IT professional considered, NOT step-by-step instructions.
ITEMS TO CONSIDER AND DO	ü Install anti-virus software on your computer(s) ü Continuously update your anti-virus software (i.e. definitions) so that it catches all new viruses (automate this when possible) ü Make sure that the data on your computer(s) is redundant (in other words, it is located and useable in more than one location) in case your server or local hard drive crashes and is irreparable ü Wireless signals are currently easier for hacker’s to “grab” to be able to get into your system, so be careful about switching to wireless technology until the security technology catches up to the same level of sophistication as the wireless technology ü Use your programs’ “Auto Save” feature if available ü Determine those items that need to be backed up daily, weekly, monthly and yearly and establish and follow your backup procedures ü Keep your backup copies in a safe place such as a fireproof safe and make a second backup copy to store off site ü Make sure that there is a procedure being followed to periodically check the backup copy to verify that the backup was successful and complete ü Do a full system backup on a regular basis – don’t just backup word-processed documents ü Consider having your computer(s) connected to a backup generator or a UPS (uninterrupted power source) ü Prepare a comprehensive disaster recovery plan