Issues organisations must consider when planning computer systems maintenance

Issues organisations must consider when planning computer systems maintenance. 

Maintenance Methods:
Organisations and employees will occasionally run into problems when attempting to complete any kind of task. Examining difficulties that are predictable and have an impact on system maintenance can help with planning system maintenance. These issues may include busy times near the system, such as when students are in class, or high traffic on the network's web server. Making ensuring that the strategy is put into action should include system maintenance to ensure that there are as few interruptions and disturbances as possible, especially during times when the organisation is closed or the equipment isn't in use. A more successful and seamless method to maintaining the systems without disruptions will emerge from updating the website during periods of low traffic and planning the optimal times to do so.

It's crucial that businesses have a plan in place (typically a set of procedures that need to be followed) so they are in control of any issues without violating policies or even the law. Issues can arise that are completely unpredictable with various and different errors that technicians are sometimes unaware of. (If you were found responsible for breaking the law or organisation policies, legal action might be taken against you and result in penalties and/or up to incarceration depending on the harm). If any difficulties come up and are handled carefully, there should also be evidence reports logged about them, followed by contact if necessary to make sure you are not to blame for any issues if further action is ever taken against you.

Organisational policy and procedures

A plan of action is a policy (meaning a set of guidelines that the organisation must follow to head in the set direction). Maintenance processes are supported by organisational policies, ensuring that workers do their work in a safe and competent manner. This can include procurement policies, health and safety standards, and cleaning policies. It's critical to know which regulations businesses must adhere to in order to preserve its reputation for providing services of the highest calibre. The technician support will be better able to complete their jobs in a manner that is acceptable to the college expectation levels if Bolton College creates and provides service level agreements to let them know what services the college needs most.

The policies in a business would include procurement (looking for and purchasing goods/supplies) to constantly ensure that there is X amount of equipment supplied. This might include hard drives, desks, chairs, pens, paper, ink, and a long list of other internal equipment that could facilitate technician support in the event of a system malfunction. This will also incur a cost, so the technician support team will need to review and manage all the systems to determine which parts will need to be upgraded, what performance the systems are currently operating at, how they can be improved, and what equipment is essential to buy and is most required for system maintenance.

Procedures are more of a set task list that must be consistently followed in the same steps each time. These procedures will contribute to policies and are more like a lower division of policies set by the organisations to follow policies. However, occasionally, organisations can forget to follow certain policies and they would get up to An example would be the procedures that need to be taken to maintain a computer system, which will fall under certification.

Sustainability and environmental issues

The computer systems will eventually require an upgrade. Every computer system that is purchased will only operate sustainably for a short time before becoming inefficient. The technical assistance will need to carefully evaluate systems if they have several workstation rooms with multiple computer systems as they may suffer the same problems. This can be caused by components needing upgrades after being utilised for so long.

The technician support will be expected to keep track of all purchases, upgrades, and other details regarding the machines they have acquired or are considering purchasing. In order to make the best purchases, they will also need to evaluate and analyse the systems in terms of sustainability, budgeting, performance, and accessibility. If they have to purchase a large number of computers for the college, they must ensure that they choose wisely and that the computer systems satisfy the requirements for the business.

It’s important to keep a well-maintained environment to keep computer system working efficiently, environmental issues that can affect the systems can range from employees/students having drinks or water near the computers, room and weather temperatures and keeping dust away. If environmental conditions are bad, then there will be more issues that can majorly affect the computer systems and cause the systems not to function properly

Temperatures:

Extreme temperatures should also be avoided since they can impact the internal components of the systems and lead to component problems. For instance, during colder months of the year, condensation on computer systems may accumulate and harm the hard drive. It's crucial to remove any moisture from the surface of a computer system before turning it on, and a temperature range of 55 to 70 degrees is ideal for running computers.

Fire extinguishers for natural disasters

Fire extinguishers are important and mandatory to have around the workplace for health and safety reasons, however electrical equipment needs to be considered, for Bolton College to be a safe organisation. It must only have CO2 fire extinguishers located near electrical items as different fire extinguishers can conduct electricity such as foam. Water extinguishers can’t be used around electrics and powder fire extinguishers would get inside of the components causing problems such as hardware failure.

Reporting, documentation and problem escalating procedures

The tasks must be carried out as swiftly and efficiently as possible while computer repair is being planned. When the technician support completes maintenance tasks, there will be procedures to follow, including creating and maintaining report records. Making logs and reports regarding the finished maintenance chores is a part of reporting and documenting. Earlier maintenance issue report records can be reviewed, and then defined troubleshooting approaches can be used, helping the technician support finish repetitious duties more rapidly.

when issues with maintenance occur that the technician support is unable to resolve. Establishing protocols for escalating issues is essential. This means implementing fresh troubleshooting methods in an effort to pinpoint the problem. These tactics can entail employing technicians, reporting the problem to higher support departments, or attempting new hardware or software techniques. If a computer maintenance problem arises and gets worse, procedures will be established for the technician support to follow.

Employee and employer responsibilities

Employers are responsible for the organization's employees in the event of an accident. As an example, the employer must carry out a number of routine checks on a daily, weekly, or monthly basis to ensure that the employees are safe, such as providing the necessary health and safety equipment for the technician support and conducting regular appliance and system checks. additionally maintaining emergency safety supplies on hand, such as pressurised fire extinguishers. It is crucial that the employer upholds these obligations because, in the event that an employee was to suffer an accident, the company would be responsible for paying a fine or facing legal action.

Employees are accountable for themselves, and if mending electrical goods, they would be accountable for providing quality service. A risk of electrocution existed if a defective system was repaired by a technician support. The organization's reputation will then be ruined, and both the employer and the employee may face legal action. When completing maintenance checks, the employer must ensure that the employee is competent, has understanding of what to do, and is signing agreements.

Legislation: Health and safety

There are laws and procedures for ensuring employee safety at work under the 1974 Health and Safety at Work Act. It is important and required by law that all organisations have a health and safety policy and procedure in place if there were ever any health and safety issues. This includes organisations having various surveillance and access control equipment like CCTV and alarms systems, sign in/sign out systems, and fire extinguishers that will be used around the business.

There is typically an agreement that specifies the kinds of duties technician assistance will be required to carry out. Computer systems can be dangerous technology if you are not skilled and qualified to know what you are doing. Additionally, there are protocols that the technician support must adhere to in order to resolve computer-related difficulties in a safe and secure manner. The use of anti-static gloves, grounding the system, ESD wrist-straps/mats, etc., are some examples of this.

If there were no health and safety policies and procedures to follow and an employee suffered an injury at work that was caused by health and safety negligence or the lack of policies and procedures in place, such as when a student slips and falls and is hurt due to a spill that was never attended to, such as when wet signs were displayed, or when a technician support employee attempted to fix a system without following policies and procedures and the system broke, he would be held responsible. If there are no policies in place that could potentially put employees in harm's way, only the organisations would be liable.

Legislation: Portable appliance testing (PAT)

The Electricity at Work Regulations of 1989 mandate that PAT testing be done as part of a health and safety routine. If electrical equipment has the potential to cause injury, it must be maintained safely. In order to comply with regulations and ensure business safety, new portable equipment must undergo PAT testing. The technician support might be held accountable for starting a fire or damaging equipment if they failed to perform PAT testing on potentially harmful electrical equipment.