Computer Usage Do's and Don't's

By Stewart Jones

Betta Computers

Emails

• Don’t open or answer any unfamiliar e-mails. Just opening an email with an attachment, can add a worm to your computer. If you really think it might be from someone you know, hit reply and ask them to identify themselves. If that doesn't work, you know it's junk.
  
• Don't fall for phishers. Phishing is a new scam. There are cyber crooks looking for information. They ask for your credit card numbers and social security information, phone numbers or even email addresses. Never respond to these emails.
• Do archive important emails. Most companies due to cost do not archive emails for long term retrieval. It is therefore very important that you save important emails into appropriate folders on your company server.

Security

• Don’t use obvious passwords. Don't use anything connected to your driver's licence number. Don't use combinations of numbers and letters which are obvious. Don't use anything with your mother's maiden name or your birth date.
• Do install Windows Updates if prompted as they ensure your computer is more secure and safe. These can be saved until the end of your business day to avoid disruptions.
• Do use a reputable SSL Certificate on your exchange server.

Data

• Don’t save business data to your local hard disk (c: drive). This includes your desktop. Most businesses don’t backup their workstations, so it is vital that data is saved onto your network server in the correct location.

Green Computing

• Do turn off devices if they are not being used or are not required. For maintenance purposes or other reasons, I.T. equipment may need to be left on 24x7. If this is the case, turn off items that are not required like screens, scanners, printers, modems, etc.

Software

• Do keep your new workstation running lean and mean. Don’t suck up system resources with unnecessary programs. Install the absolute minimum amount of software needed to run your workflow.
• Don’t use software that isn’t certified and legally licensed. Downloading software from a pirate site, or accepting a “shared” copy, is not only illegal, it’s stupid. Identity thieves and malware authors use these sites and software to walk right in and set up shop in your computer, and the part that must really give them a giggle is… you do all the work for them.

Online Shopping

• Don’t Shop online without being sure of two safety features. Check the order page for the lock icon at the bottom. This way you know the system is encrypted and your personal data if transferred safely. The URL on the address bar should say "https", the "s" stands for secure.
• Don’t store credit card information on a website. It may be more convenient, but it's not safe.

General

You should always properly shutdown the computer. Then it is okay to turn off any peripheral devices such as printer, scanner, monitor, speakers or modem for example. Devices that are connected to the USB ports can be connected, disconnected and switched on or off without first powering off the computer. The same goes for the printer and scanner, unless the devices are bi-directional.
Keep your keyboard and screen clean. It is also necessary to clean the rubber ball and rollers of your mouse. Keeping the printer, scanner and other peripherals clean by wiping the chassis is one way to attract a buyer when it is time to upgrade. It is easy to clean the keyboard and keys. I would not recommend submerging the mouse or keyboard in water, then leaving them out to dry. There are easier methods you can follow.
If you need to move your computer, even a few centimetres always shutdown first. Adjusting the monitor is also best done before powering on. Moving any peripherals attached to the computer should also be carried out with no power to the system. Unnecessary judder can cause fatal breakdown of sensitive parts or reduce the working lifetime.

Internet Usage

• Do use the internet as a business tool to gather information, research, development, training and many other reasons.
• Don’t abuse this privilege and potentially put the company’s network at risk. Downloading of software, music, games and the use of p2p applications is not recommended.
• Don’t stream music or video as this will slow down the whole internet experience for other users and potentially cost the company in additional data costs.
  

New Products

• Do ask before purchasing new hardware or software to ensure it is suitable and compatible with your computer network. This is especially true with mobile devices such as iPhones or Blackberry’s.