Proper computer maintenance prevents most software problems and keeps your agency running smoothly. Understanding the difference between hardware, Windows, and program issues helps you quickly resolve problems when they occur.
Understanding the Components
Hardware vs. Software
- Hardware: Your physical computer (desktop, laptop, tablet)
- Operating System: Windows software that controls how programs operate
- Programs: Applications like ABS that run as extensions of Windows
Key Insight
Programs don't spontaneously break. If normally reliable software suddenly misbehaves, the issue is typically Windows or hardware-related, not the program itself.
Quick Problem Diagnosis
When Programs Act Up, Try This First:
- Windows Issues - Restart Windows
Right-click Start button → Shut Down or Sign Out → Restart
Fixes most Windows-related problems immediately - Hardware Issues - Power-Down Reboot
Close Windows completely
Unplug power cord for a full minute (seriously, use a clock)
This clears computer memory (RAM) of corrupted data
Success rate: Nine out of ten problems resolve with these two steps.
Network Problem Identification
Simple Rule for Multi-User Environments
- Problem on one workstation only = workstation issue
- Problem on multiple/all workstations = server or network issue
Exception: If all workstations experience the same problem in the same program under identical conditions, it may be a program bug or data corruption issue.
Network Troubleshooting
When server/network issues are identified:
- Apply the same restart/reboot process to the server
- Power down network equipment (router, switch, hub) simultaneously
- Warn all users to exit networked programs before shutdown
- Schedule during low-activity periods when possible
Preventive Maintenance Schedule
Daily (Workstations)
- Restart Windows at least once daily
- Shut down overnight rather than leaving computers running
- Morning restart if you forgot to shut down
Monthly (All Computers)
- Power-down reboot for both workstations and servers
- Physical inspection and cleaning
- Vacuum dust from air intakes and vents
- Verify cooling fans are operating properly
- Check for overheating signs
Performance Monitoring
Watch for Warning Signs
- Slower application performance than normal
- Unusual fan noise or excessive heat
- Network connectivity issues
These symptoms may indicate:
- Hard drive or component failure approaching
- Overheating causing automatic performance throttling
- Network infrastructure problems affecting traffic
Why This Matters for Your Agency
Business Continuity
- Prevents unexpected downtime during critical operations
- Reduces emergency IT support calls
- Maintains productivity during busy periods
Cost Savings
- Simple maintenance prevents expensive hardware failures
- Reduces need for professional IT services
- Extends computer lifespan through proper care
Data Protection
- Regular restarts and maintenance reduce corruption risks
- Early problem detection prevents catastrophic failures
- Protects valuable client and policy data
The Bottom Line
Most computer problems stem from poor maintenance habits, not defective software. A simple daily restart and monthly maintenance routine prevents the majority of issues that disrupt agency operations.
Implement these practices consistently, and your computers will run reliably for years.