easyACCOUNTING

System Configuration and Maintenance Tips

All Computers (Workstations and Servers):

• Connect your computers to a properly sized Tripplite or APC uninterruptable power supply (UPS) battery backup (do not connect printers to the UPS).
  
  
• Connect all other devices connected to the computers (e.g. printers) to Tripplite or APC surge suppressors.
  
  
• Tier 1 name brand computers (Hewlett Packard, Gateway, Dell, etc.) have the fewest issues.
   
• Check the Microsoft Windows compatibility list prior to making hardware purchases. See www.microsoft.com/hcl
  
  
• Purchase only CSA or ULC approved products. Such products will have a CSA or ULC sticker on them.
  
  
• Inspect the operation of the cooling fans in the computers regularly and clean or replace as necessary.
  
  
• Purchase and use a humidifier in the winter to help reduce the risk of static electricity, a major cause of problems.
  
  
• Only purchase memory that is on the tested & approved list of the motherboard manufacturer. Do not mix gold and tin leads. Tin for tin, gold for gold - any other combination can result in corrosion, erratic operation and data loss.
  
  
• On critical machines (e.g. accounting/administration/servers), use ECC (Error Checking and Correcting) memory and ensure that the ECC function is enabled in the computers BIOS. NOTE: Some motherboards "support" ECC memory (meaning you can physically plug the memory into it) without using the ECC functionality - these motherboards are to be avoided.
  
  
• Ensure that the computers are properly ventilated.

• Dedicated servers are preferred.
  
  
• Purchase only a server that is designated by the manufacturer as a true server, and not a workstation running server software. (A Workstation with a sticker that says "Server" in magic marker does not make it a server).
  
  
• Ensure that the server is well ventilated. It is common for people to put the server into an unventilated closet causing the machine to overheat and malfunction.
  
  
• Mirrored hard disk drive (RAID 1), or striped set with parity (RAID 5) and a "hot" spare.

Network:

• The cabling (including patch cables) should be tested with a Fluke LAN Cable Meter (or equivalent).
  
  
• Network cabling must not be installed over heating ducts, heaters, florescent lighting, next to loud speaker wiring or any other forms of electromagnetic interference (EMI). Wire staples should not be used.
  
  
• Purchase only the highest quality networking products.  Avoid low end & economy equipment.
  
  
• Use only a qualified technician who owns and uses test equipment such as the Fluke Cable Meter to install the networking cabling. If the technician says they don't need to use such test equipment, find someone who does.
  
  
• The Ethernet hub(s) [and other such equipment] should be connected to a UPS. This equipment should also be well ventilated.
  
  
• Only engage Microsoft Certified System Engineer's (MCSE) to install your computers and/or network. This designation is given to an individual and not a company.

Backups:

• Tape media is best.  CD-R and "memory sticks" may seem like a cheap alternative but these have a tendency to fail just when you need them.
  
   
• Set backup software to verify all backups after backing up is complete.
  
  
• Use 10 sets of tapes in rotation using the grandfather-father-son method giving 4 months of backups.
  
  
• Replace tapes at least once a year, throwing the old tapes into the trash.
  
  
• Use only high quality media (ideally from 3M/Imation).
  
  
• Keep backups off-site.  Backups can't be burnt or stolen with the computer if they are nowhere near it.
  
  
• Use a secondary means of making backups of critical information, such as a CD-R drive periodically (weekly) just in case the main method fails.