There are thieves lurking in the halls of Corporate America. They do not discriminate between large corporations and sole proprietorships; they steal from all sizes and industries, robbing billions of dollars each year.
There are thieves lurking in the halls of Corporate America. They do not discriminate between large corporations and sole proprietorships; they steal from all sizes and industries, robbing billions of dollars each year.

Some companies attempt to stave off these thieves by implementing bigger and better technologies - but these are only stop-gap measures because they will eventually break through and often create irreparable damage.

These thieves drive customers away, instigate lawsuits and bankruptcies, and require countless dollars to recover from the damages - and they do it all in the open, right under the noses of the people that are supposed to be stopping them. They are allowed to run their course, leaving their victims bewildered and struggling to pick up the pieces.

Who are these thieves? They are corrupted computer system files and software instabilities. They are dust and dirt, collecting in sensitive computer components. (System overheating due to poor ventilation and dust collection causes more than 80% of computer hardware failures.) These thieves also appear in the form of user errors - usually due to a lack of awareness rather than true "mistakes." And, the most commonly feared thief - although the least likely threat - is malicious attack and virus infection.

The truth is that a simple solution exists, but the NCSA estimates that less than a third of American businesses even attempt to implement it. Instead, companies spend billions of dollars on equipment that they don't need, which only serves to worsen the problem by creating greater dependency on technology and a false sense of security.

The solution is based upon this obvious fact: computers and information systems are machines, and, just like every other machine, they will perform better, longer and repairs will be less frequent if they are properly maintained. Preventative Maintenance programs are not difficult to establish and implement, provided that a few simple rules are observed. Namely, Preventative Maintenance (1) must follow a prescribed set of procedures; (2) must be performed regularly - typically every 6 to 12 months; (3) must be performed by qualified personnel rather than being entrusted to end users or automated software; (4) must include system file correction and updating; (5) must include a cursory security assessment and analysis; and (6) must include physical inspection, cleaning and documenting.

Preventative Maintenance, when performed properly, has the power to stop these thieves dead in their tracks. Bear in mind that there is a difference between "Maintenance Contract," "Technical Support," and true Preventative Maintenance. What many people think of as maintenance are actually repairs - these are reactive services that are designed to respond to incidents. Preventative Maintenance, on the other hand, is a proactive service that is designed to stop the effects of these thieves before they inflict significant and irreparable damage.

Many companies suffer through the early signs, not realizing that they are merely warning of troubles that are to come. When computers begin to become unstable - such as frequent crashing or freezing, unexplained data loss or corruption, or simply a dramatic loss in performance - many computer users are told that nothing can be done, or that it is nothing to worry about. But these are signs that problems are on the horizon and, eventually, they will have to be dealt with.

What many companies are beginning to recognize is that Preventative Maintenance not only minimizes significant risks, but it also brings with it many advantages: · Improved computer system performance - up to 60% · Dramatic reduction in the cost of repairs and downtime · Virtual elimination of crashes, freezing, and sluggish performance · Increased longevity of computer systems · Better control of data and vital information

Preventative Maintenance does not require enormous resources or effort. A proficient technician can thoroughly maintain a single computer in less than 45 minutes. Compared to the costs of downtime, data loss, and repairs, maintenance is extremely inexpensive - particularly in consideration of its effectiveness when it is done properly.

The question then becomes, how can we be sure that our computers are properly maintained?

If your company has in house technical staff, chances are that they do not perform regular preventative maintenance procedures. The logic is that they don't have time to do maintenance because they are too busy "putting out fires." What they fail to realize is that the reason the "fires" exist in the first place is because they were allowed to spark. Oftentimes, management must approach the technical staff to stress the importance of proactive policies and to explain that reducing downtime and repair costs is important to the company. The procedures and goals need to be discussed and agreed upon, and implementation will need to be followed closely.

If your company hires outside technical assistance, you can't just request maintenance. As stated earlier, "maintenance" is a widely defined word; you will have to be very specific in speaking to your support technicians to be sure that they understand what you expect. Besides the rules listed above, you should also expect a guarantee that the maintenance will produce definite and immediate results. Preventative Maintenance should always be performed on-site, and it should be offered at a fixed price, with established procedures that will be followed for each system.

Finally, you can perform the maintenance yourself. You need confidence, which comes from having the necessary tools and skills. You also need time; maintaining one computer doesn't take long, but an office of computers can easily consume several days. Finally, you need to know when to call in backup. Of course, it goes without saying - before you start a maintenance program, be sure you have management's blessings.

About the Author

JB Snead is Senior Consultant and owner of JBS Consulting, an Austin based firm specializing in open-source consulting and support for business and government clients around the globe. JB can be contacted at jbsconsulting@on.to or at 512.921.1375, or visit the website at http://www.jbsconsulting.on.to