4 Essentials (for efficient computer use)

Computers are efficient tools used for business and entertainment but unfortunately they can fail for many different reasons. Hardware malfunctions are one cause but operator error is also a significant risk. Theft is also a major risk especially for laptops. Proper consideration of these risks and due care can provide your computer experience with happier and more productive outcomes. In the event of a failure for any reason your programs can be reinstalled from the original disks but the files you have created may be lost forever. These are likely to be photos, financial or personal data or music collections.

Create an organised file directory structure for the storage of any documents you create.

In Microsoft Windows this is usually done in My Documents although it can on the desktop or in any directory specifically created for that purpose. Many programs automatically store the created files in a directory within the program itself. You must become aware of where these files you have created have been stored and when aware of which programs do this learn to "save as" so that the file will be saved in a directory of your choosing. eg Microsoft Outlook retains all the emails you recieve untill you physically delete them. If you leave emails you wish to keep in outlook and outlook program or the computer fails completely all those emails will be lost. Emails can be easily saved to your directory structure using the "save as" method. Attachments to emails can also be saved in the same manner.

Backup your file directory structure regularly

Having an organised file directory structure alows for a quick and complete backup of your data files. Regularity of backups depends on the volume and frequency of your document creation. If you create a hundred documents in a weeks work it will take you a week to re do that work and daily backups might be the requirment. If you only generate one hundred documents in a month then weekly backups may only be required. It is your choise and will depend on the importance you place on the data in your files.

Create a secure place for the storage of programs and backups.

As previously mentioned in the event of a computer failure, or theft, programs can be reinstalled from the original discs however where you have stored your discs and backups will determine whether you are able to reinstate your programs and data. If your backups have only been stored on your computer they can will have been lost if the failure is due to hard drive or theft Some options to be considered for backups are to portable storage devices including flash drives and hard disc, CD and DVD. These days secure storage can even be found on the internet. Wherever it is stored make sure the backups are secure and safe. Things to think about are theft, fire, flood, accidental damage ect.

Create a list of registrations passwords and equipment

It's a good idea to record program registraion codes and passwords in a register. Windows often remembers passwords and over time it is easy for you to forget what they are. If for some reason there is a need to reinstall a program you will likely be asked for the password. Keeping a register saves a lot of time and will be greatly appreciated by service people if you are using them to fix a problem.
Keeping a register of model numbers serial numbers and purchase dates of your hardware items is invaluable in the event of a theft, insurance or waranty claims.

Summary

These are all simple proceedures and don't consume a lot of time but they are difficult to put into practice. I must get round to it is a usual comment and it is often never done. Not everyone is going to experience a mishap but if it happens...look out.

Don't be afraid to ask for assistance developing a file directory structure. Other computer users will often be able to give you advice. Many adult education centers and TAFE colleges offer introductory courses to computer users which cover these aspects. There are no age restrictions to these courses. I have found that many people are able to use computers regularly and sucessfully but have no understanding of the security issues described above.