Year-End PC Tasks

Chances are, your PC is different from the way it was at the start of this year. In fact, because you're the kind of PC user who reads articles like this one, I'll bet your PC is different from the way it was even a few days or weeks ago: Perhaps you added or removed some software. Maybe you installed a patch or update, or allowed one to be installed automatically. Perhaps you adjusted a system setting to make Windows look or act more the way you wanted, instead of the way Microsoft or whoever set up your PC thought it should be. Perhaps you tried out a performance tweak or other system change that you read about here or elsewhere.

No matter the reasons, we all change our PCs. And over time, the little and not-so-little changes add up. At least once a year, it's smart to perform some extra routine maintenance to help ensure that the changes aren't piling error on error, and that our PCs remain fundamentally sound.

Here are some steps I take on all my PCs, from Windows 98 through XP. Yes, the total number is somewhat arbitrary; you may decide that your systems need more or fewer steps. That's OK: The important thing isn't how many steps there are in your preventive maintenance program, but rather simply that you give your systems whatever maintenance they need. Use this list, then, as a general guide to get you pointed in the right direction; a jumping-off point you can use to get your PCs ready for safe, trouble-free computing in the coming year:

Take out all the trash
Windows is a pack rat. As you work, it collects a prodigious number of temporary files, and it does so for a good reason: The Temp, Temporary Internet Files, Recycle Bin and other files all exist to give you fast access to items you might need again. But there's a point of diminishing returns. And you can end up with hundreds of megabytes of these files, wasting space and decreasing performance as the operating system tries to wade through the rubbish.

At a minimum, run Disk Cleanup: You'll find this utility on this Start Menu submenu: Start > (All) Programs > Accessories > System Tools. Better still, use the extensive information here to reduce your PC's tendency to accumulate excessive amounts of temporary files; to better control the actions of the Disk Cleanup tool; and to automate the process of deleting trash files from folders that otherwise would require laborious manual attention. It's not uncommon to recover hundreds of megabytes--and sometimes gigabytes--of space with these tools and techniques, even on systems where the owners thought they already were running lean and clean!Check, Scan, and SMART
Hard drives have gotten so reliable, we tend to take their health for granted. But that can be dangerous, because we may miss the early warning signs of trouble. Likewise, Win2K and XP are so much better than Win98/ME at preventing scrambled files, we may assume that all is well when, in fact, there may be trouble brewing.

Open "My Computer." Right click on the C drive, and select Properties/Tools, and then click "Check Now" in the "Error-checking status" dialog area.

In 2K/XP, a "Check Disk" dialog will open. In that dialog box, select "Automatically fix file system errors." Also select "Scan for and attempt recovery of bad sectors" if you have or can make the time for this lengthy test; otherwise leave that box unchecked. Click the dialog box's own Start button to launch the disk check tests: You usually will then get a warning dialog telling you that Windows can't complete the tests until you reboot; and asking if you want to postpone the test until that time. Select "Yes." Repeat this process for any other disks or partitions you have in your PC; and when all have been scheduled for a disk check at reboot, manually restart your PC. One by one, Windows will then check each disk or partition to whatever level of thoroughness you selected, and will repair any correctable errors it finds.

In Win98/ME, when offered a choice of the type of test to run, select the "Thorough" test if you have or can make the time; otherwise select the "Standard" test. In either case, check the "Automatically fix errors" box. Windows will usually be able to complete the tests without a reboot. Repeat this process for any other disks or partitions you have in your PC. If necessary, you also can run the same tests from DOS in Win98: Restart your PC, hit F8 after the system beep, and select "Command Prompt Only." When the command line is available, type "scandisk /all /autofix /surface" (without the quotes) to thoroughly check and repair all drives in the system. Omit the "/surface" for a faster but less thorough check.

Newer drives also are equipped with "Self-Monitoring, Analysis and Reporting Technology," a.k.a. SMART reporting. There are many tools, some free, that let you access your drive's SMART data and see exactly how the drives are faring. More info, and software download links: "S.M.A.R.T ; "Free Drive Tester"; "Another Smart Monitor and More".There's also plenty of general info on Google.Patch And Update
Start with Windows Update, and ensure that your operating system is fully up to date with all necessary patches, fixes, and updates. Do likewise for all your software, visiting the vendor sites to download any and all updates and patches for your applications and utilities. Finally, check your hardware vendors' Web sites for driver and other updates for your video card, audio system, motherboard components, etc.

Check Your PC's Defenses
As part of Step #3, you updated the antivirus, firewall, and other security tools you have on your PC. But now it's time to ask two important questions: First, are your defenses adequate, even in theory? And second, if they're theoretically complete, are they really working?

It sounds strange, but it's not at all silly to check if your PC is secure "in theory" because many, many users still operate under the misconception that if they have some major security tool in place--a name-brand antivirus suite, an external router or hardware firewall, whatever--then they're protected. But in reality, single-layer security defenses aren't hard to breach. (See "Norton Antivirus And The Single-Layer Defense Fallacy".)

If you're one of the millions still relying on a single-layer defense, the article "How Much Protection Is Enough?" can help you easily set up a multilayered defense that will keep your PC safe against even those attacks that can--and will--bypass a single-layer defense.

Once you have a proper, multiplayer defense in place, you need to test it to make sure it's doing what you want. Most of the sites listed in "Best PC Help, Reference, And Test Sites" are still in operation; see especially the section on "Online security tests" for nondestructive ways of ensuring that your defenses are really working.Reorganize
The end of the year is a great time to reorganize (or in some cases, organize for the first time) the files and folders on your hard drive. Some users like to organize first by topics, then by chronology; others do it the other way, first by year, then by topic.

The organizing principle doesn't matter as long as you end up with an organized "tree" of data files that you can traverse with ease to locate whatever files you may later need.

Or, to put it another way, you want to avoid the too-common syndrome where every data file on the PC ends up in an undifferentiated mass in "My Documents" or in similar, uselessly cluttered, generic folders.

Once your files and folders are organized, you can save space by compressing the older files; you also can encrypt the older files, perhaps at the same time you compress them, to keep the contents safe from prying eyes.

Simplify
While you're reorganizing your hard drive (see step #5), keep an eye out for files and software that you no longer use or need. These can be moved to long-term storage (via backup; or perhaps by moving to an unused disk or partition) or you can simply delete/uninstall them from your system.Removing unused files and software saves space, avoids clutter, and can actually improve system speed and responsiveness. For example, keeping large numbers of unneeded files on the system can bog down searches and slow the indexing of the rest of the drive's contents. Carrying unneeded software clutters the Registry and may delay system startup and shut down as unnecessary components are loaded or unloaded.

Where and when you can: simplify.Reorder
Once your hard drive is as organized, cleaned, and simplified as you can make it, reorder the files for fastest access, and to make most-efficient use of the disk space. This "defragmentation" of the system's files is best done on a regular basis, but at the very least should be done after a major cleanup, such as we've just discussed.

There are many Defrag tools available, including those from Norton, Golden Bow, and the like; but Windows' own Defrag does an acceptable job:

Defrag WinXP Defrag Win2K Defrag WinME Defrag Win98

And because Defrag is most effective when run regularly, XP users may wish to see "Make Windows XP Self-Maintaining" and "Solving Automatic Maintenance Problems"Preserve
Having come this far, wouldn't it be great if you could somehow preserve your PC's current lean, clean, fully-updated and defragged setup so that, should you ever need to in the future, you can restore your PC to its current perfected state in just minutes?

Well, you can. In fact, you're just one step away from a Holy Grail of computing: A way to restore your system rapidly to near-perfect condition; to ensure you'll never lose an important file; never to have to rebuild your system and reinstall all your software from scratch; never to have to re-type or recreate old data; and never to have that awful "Oh, no!" moment when you realize you need a file you deleted several weeks--or even years--ago. It's all dealt with in full detail in "Fast, Easy Backups For Win98 / ME / NT / 2K / XP", which discusses how to arrange a drive's contents for best efficiency; how to maintain a heavily-used drive; and how to achieve near-total immunity from data loss.

Dust, You Must
Listen...hear that fan whirring inside your PC? Since the day you first turned it on, it's been sucking dust and dirt through your PC's air intakes. Over time, the dust and dirt builds up, and can affect airflow and lead to overheating or even shortened life of your system's components. Turn the system off, remove the cover, and carefully clean the accumulated, um, junk from inside the system case. (Use caution so as not to cause a static electric discharge anywhere inside the case.) While the case is open, take a moment to ensure all cards are seated firmly, all cables are tight, and any socketed chips are solidly and evenly set in their sockets. Make sure all cables to your peripherals are also tight, too.

And when you do listen to the fan whirring inside your PC, think about how loud it is. If your PC sounds like a hair dryer or vacuum cleaner, you should know that it's fast, easy, and inexpensive to make your system literally whisper quiet. See the four-part "Cool and Quiet" series for complete information on making your system nearly inaudible.

Finally, remove your mouse ball and then clean the ball and the rollers inside the mouse housing. Yes, even the inside of your mouse needs attention!Your Turn
What tools and techniques do you use to keep your PC running smoothly? Join in the discussion -- and Happy Holidays!

To discuss this column with other readers, please visit Fred Langa's forum on the Listening Post.

To find out more about Fred Langa, please visit his page on the Listening Post.0