Maintaining Your IT System

3. Looking After Your Data

Looking after your data is one of your highest priorities.

The hard drive in any PC will gradually fill up with data and become cluttered with unwanted or unnecessary files. It will then slow down, as it struggles to find data on the disk.

Your operating system (usually Windows) will have utilities to look after the basic housekeeping required to keep your hard disk tidy. Specialised software is also available.

3.1 If you run short of hard disk space, start by archiving and deleting data files you no longer need immediate access to.

• Files relating to completed projects can be archived using floppy disks or CD-ROMs and then deleted from your hard disk.
• Empty your Windows recycle bin if you are sure you no longer need the files you have deleted.

3.2 Hard disks slow down dramatically if the data stored on them is too fragmented.

• You should run a defragmentation utility every month. This re-packs the data on the hard disk to make it more compact and efficient.

3.3 The hard disk should be scanned for errors once a month, using the ScanDisk utility.

• ScanDisk can usually fix any damaged files it finds, unless they are severely corrupted.
• Any files ScanDisk cannot fix will have to be restored from back-up copies.

3.4 Buy good quality branded tapes and pre-formatted disks. If you are tempted to cut corners, think of the value of your data.

• Using pre-formatted floppies rules out the risk of accidentally formatting a disk containing important data.