The UPS gets charged when the main power is on. When the main power goes off, the UPS gives some sound (usually a beep) to alert the user.

Functions of the UPS

1. It regulates power from an unstable power source to the required clean stable voltage.
2. It prevents power surges and brownouts that might destroy the computer.
3. It temporarily provides power to the computer in case of the main power failure. This allows the user to save his/her work and shutdown the computer using the correct procedure.
4. Alerts the user of any power loss (by beeping).

To ensure that work continues even in the absence of main power, organizations that give important services such as banks, schools, & hospitals usually install devices that provide alternative sources of power such as standby generators, solar panels, rechargeable batteries, etc that automatically comes on in case of a power failure. Such devices are referred to as Power backups.

However, note that, power from a generator must pass through a UPS before being fed to the computer, because it is also not stable.

¨ Ensure that all power or electrical sockets are firmly fixed.

5. BURGLAR PROOFING

Physical access to the computer room should be restricted to ensure that only authorized persons get access to the computers.

To prevent unauthorized access to the computer room, the following controls should be implemented:

Fit strong metallic grills and locks on the doors, windows & roofs (in case the roofing is weak).

Lock the doors, (i.e., keep the computers in a strong room, which should remain firmly locked when not in use).

Avoid welcoming strangers into the computer room.

Use of Personal Identification cards.

Use of fingerprint identification.

Install security alarms at strategic access points so as to alert the security personnel in case of a break in.

Use of special voice recorders that would be able to analyse the voice of a trespasser & check against the database containing the voice patterns of valid users.

Secure/protect the computers with Passwords to minimize chances of theft.

6. VENTILATION.

Both computers and human beings emit heat energy into the environment. Therefore, the computer room must have good circulation of air to avoid overheating and suffocation.

Proper ventilation enables the computers to cool, and therefore, avoids damaging the electronic parts.

The following facilities can ensure proper ventilation in a room:

• The room should have large & enough windows & doors
• Installing an air-conditioning system.
• Installing cooling fans.
• Avoid overcrowding of either machines or people in the room.

7. DUST CONTROL

¨ Set up the computer laboratory in a location away from excessive dust.

¨ Remove your shoes before you enter the computer room to prevent dust.

¨ The computer room should be fitted with special curtains that would reduce entry of dust particles.

¨ The floor should be covered with Carpets in order to absorb dust, and also absorb the noise made by chairs.

¨ Cover the computer devices with Dust covers when not in use or when cleaning the computer room.

NB: If the environment is dusty, the computers should be regularly serviced to get rid of harmful dust.

The service should include; blowing dust from the System unit, cleaning the floppy drives, cleaning the Keyboard, cleaning the Monitor externally, and also cleaning all peripheral devices such as Printers and Mouse.

8. DUMP CONTROL.

Humidity in the computer laboratory must be regulated to remain at an optimum 50%. If the humidity is low, it allows static electricity to build up and causes damage to sensitive electronic components. Similarly, high humidity of over 70% causes rusting of the metallic parts of the computer system.

To eliminate low humidity, place humidifiers in the room, while high humidity can be controlled by installing dehumidifiers in the room.

9. HANDLING OF MATERIALS & EQUIPMENT.

Computer devices must be handled with a lot of care as they are extremely fragile and can easily get damaged. Dropping or bumping can cause permanent damage on the device, e.g., to transport the System unit always handle it on its frame.

¨ Always use the manufacturer’s shipping carton when transporting the devices.

¨ Do not place heavy objects on the computers.

¨ Protect the computer devices especially the Monitor & the disks from any electrostatic discharge.

¨ The computer devices should not be exposed to direct sunlight or warm objects. This causes the internal components of the computer to get heated, and as a result, effects the computer’s solder-joints.

¨ Students should only perform operations on the computer that they are sure of and under supervision. If in doubt, the student should ask to ensure that no damage is caused due to lack of proper knowledge.

¨ Computer equipment should be regularly checked and serviced.

Floppy disk management.

Floppy disks are used to store data, and if properly taken care of, they reduce the likelihood of destroyed or corrupted data.

Note. Data is very difficult & expensive to reconstruct, unlike application software, which can easily be re-loaded.

Handling precautions for diskettes.

1). Insert the diskette in the drive with the correct side up & in the correct direction.

The diskette should slide in easily (with no force at all) until it locks in the drive. To remove the diskette out of the drive, press the Eject button.

2). Don’t touch the exposed surface of the diskette when inserting or removing it.

3). Don’t remove the diskette from the drive if the drive light is shining. This indicates that the diskette is in use, and removing it might damage the files on the diskette.

4). Never leave the diskette in the computer after finishing its job.

5). Ensure that all your diskettes are labelled carefully using meaningful names that indicate the right contents of the diskette. The labels should be applied at the slightly depressed region at the top surface of the diskette.

Labelling prevents confusing the data in the different diskettes, and also mixing diskettes that are used everyday with those used for long-term storage of important data.

6). Use a soft writing material such as a soft felt pen to write on the diskette.

7). Use the shutter at the bottom of the diskette to write-protect it in order to protect the data stored in it.

Note. To write-protect the diskette, the shutter is pushed up until the hole is covered & no data can be written to the diskette. To write to the diskette, the hole must be left open.

8). Avoid overusing the diskette. If used for long (usually over 6 months), its surface wears out.

9). Never place heavy objects on the diskette to avoid damaging it.

10). Keep your disks safely away from extreme temperatures or direct sunlight, i.e., avoid placing the diskette near possible heat sources, e.g. on top of monitor displays.

11). Keep floppy disks away from any magnetic media, e.g., near power supplies & magnets. They can corrupt the data.

12). Never carry disks in loose bags or in pockets to prevent dust from getting in & harming them.

Store your diskettes in disk banks or a proper storage jacket. Use envelopes or enclosed polythene when carrying them.

13). Always store the disks vertically in the storage box/container.

14). Never use clips or staples to hold the disks to avoid damaging them.

15). Do not bend the diskette, or leave it lying on top of the desk.

16). Protect the diskettes against computer viruses, i.e. you should not use foreign diskettes in your computer, especially if you suspect that they might have viruses in them.

Use of Printers.

1. Different printers have different sensitivity to printing papers. Using the wrong quality paper in a particular printer can make the paper get stuck.
2. Printers are very specific to manufacturer’s cartridges & ribbons. Use of clones or imitations (i.e., the wrong make & model) can damage the printer mechanism.
3. Avoid refilling of cartridges or re-inking of Ribbons. This can spoil the printer due to leakage or use of poor quality materials.

10. LABORATORY LAYOUT.

¨ The computer laboratory should have enough floor space to facilitate free movement from one place to another.

¨ The laboratory furniture must be well arranged to prevent accidents.

¨ Your working surface must be large enough to hold the computer equipment & any other additional items required. This prevents squeezing the devices together & also minimizes breakages.

¨ The sitting arrangement of users should be proper.

11. STANDARD FURNITURE & POSTURE.

¨ The table/bench on which a computer is placed must be strong and wide enough to bear the weight and accommodate all the peripheral devices.

¨ The seat for the user must be comfortable, and have a straight backrest that allows someone to sit upright. This prevents muscle pains & backaches caused by poor sitting posture.

¨ Adjust the furniture to meet your needs for comfort.

For example;

Adjust the height of the chair or working surface so that your forearms are parallel with the floor and your wrists are straight.

The seat must be high enough relative to the table to enable the user use the hands on the keyboard comfortably.

The eyes must be at the same level with the top of the screen when the user is seated upright.

¨ You should be able to maintain your proper arm position and place your feet firmly flat on the floor.

¨ Adopt a relaxed, upright working posture. Avoid slouching (bending) forward or leaning far backwards.

¨ The Chairs should have low back support & footrest and should also be adjustable.

Keyboard, Mouse and Input devices.

Place frequently used work materials within easy reach.

For example;

¨ The Keyboard, Mouse & other input devices should be positioned such that your hands are in a relaxed, comfortable position.

¨ Position the Keyboard directly in front of you. This makes it possible to type with your shoulders relaxed and your upper arms hanging freely at your sides.

¨ Position the Mouse at the same level as the keyboard.

12. LIGHTING & VISION CARE.

A computer room must be well lit to avoid eyestrain that eventually leads to headaches, stress, and fatigue. Similarly, when you work at your computer for long periods of time, your eyes may become irritated. Therefore, special care should be given to your vision.

¨ Tilt the computer so that the display faces away from the windows. This will minimize glare (or bright reflections) on the screen.

¨ Position the lighting equipment or sources of light such that glare (or bright reflections) on the display are minimized. Where necessary, use indirect lighting to avoid bright spots on the display.

¨ Use/fit radiation filter screens that are specially tinted to reduce the light that reaches the eye.

¨ Avoid using a flickering monitor. This causes extreme eyestrain that can damage your eyesight.

¨ The wall paints used should not be very bright as they reflect too much light causing eyestrain.

¨ Use the brightness & contrast controls on the Monitor to adjust the brightness of the computer monitor until the eyes feel comfortable, and also to improve image quality of your display.

¨ Turn off the screen when not in use or reduce its brightness in order to prevent screen burnout.

¨ If the room has windows, use blinds or shades to control the amount of daylight in the room.

¨ Take frequent breaks and rest your eyes.

¨ You should have glasses that are specifically suited for working with the computer display.

¨ Keep your glasses and the display clean.

¨ Have your eyes examined regularly by a vision care specialist.

¨ The distant between the user & screen should be between 450 – 500 mm.

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