Administer and Maintain Network-Connected Peripherals

Administer and maintain network-connected peripherals

Assigning priorities

Physical versus logical printers

Managing peripherals with software

Monitoring usage

Maintenance schedules

Conducting maintenance

External components

Internal Components

Cleaning Monitors

Cleaning Printers

Creating templates and forms

Summary

Check your progress

Assigning priorities

Physical versus logical printers

The priority of printers is normally controlled by the operating system. To understand priorities, you first need to know the terms that operating systems use to distinguish between physical and logical printers (the latter refers to the software name). Some operating systems also use the concept of a queue. Software such as Windows uses the term print device when referring to the physical printer. The term printer is then used as the logical name that will be used to connect to a physical printer.

Very often, the same name may be used to describe a printer and a print device, since it is a one-to-one chain. However, it is possible to have multiple printer names refer to the same print device. This facility allows you to allocate priorities. You set up a single print device, but allocate two or more printers to it. Each printer then has a different priority. You then use the security and sharing features of each printer to only allow appropriate users or groups to access each one.

For example, if you have three printers called:

Laser_High
Laser_Normal
Laser_Low.

You set appropriate priorities to each printer that uses the same print device. For example, you can allow:

executives to access Laser_High
managers to access Laser_Normal, and
everyone can access Laser_Low.

If an executive sends a print job to their printer it will take priority over any lower priority jobs in the queue.

Research activity

Consider a place where you have access to computers and peripheral equipment. It may be a learning place such as TAFE, or a workplace where you are employed or have access. Answer the following questions.

1Find out what priorities are set for different levels of staff for access to different peripherals.

2Do you think these improve the efficiency of those using the peripheral?

3What do you think are the benefits for the organisation in setting these priorities?

Managing peripherals with software

The means to manage a peripheral are provided with the operating system, or with driver software, or as a specific application from the vendor. Software may also be available from third parties. There are many firms that specialise in print management software, for instance, particularly for large businesses. Possible functions depend on the type and model of the peripheral. Some management functions for printers include being able to:

start, stop or reset the printer device and/or printer queues
set a form for the printer
perform testing operations or cleaning of an inkjet printer.

The management software may also configure a network printer automatically, or automatically download updated printer drivers. It may also monitor consumables and alert administrators to perform status checks on paper and toner levels, thereby minimising the printer downtime (and improving client relationships).

In many cases, the means to set access and priorities is normally provided with the operating system. Other configurations may be set up by an administrator, but may also be changed by users if they have access to those tools.

Research activity

1Select a peripheral that you commonly use over the network at a workplace. List capabilities you would expect of a management software application for that peripheral.

2Check out the management software application actually used and compare it with your list of capabilities. Did you expect too much or too little?

3Check the vendor’s website to see if there are any updates to the software. If so, what additional functions do they provide?

Monitoring usage

Some organisations are keen to track the usage of peripherals, especially printers. For example, it can be done as part of an accounting procedure, to ensure sufficient capacity, or to keep track of consumable items.

Most printers allow a report to be produced, or the printer may have a counter. With many, the configuration report displays the number of pages printed. It also lists the number of pages printed at a higher fuser temperature (at which the toner is melted onto paper) if this mode has been selected.

Research activity

1What software monitors usage of a peripheral you have access to?

2What reports does that software produce and how are they used?

Maintenance schedules

Printers, in particular, have many moving parts subject to wear as well as consumables that run out. They require more maintenance than purely electronic or solid state components.

Device manuals normally specify maintenance schedules. Some maintenance is time-based and other forms are usage-based, such as with printer toner, the need to replace which is shown by a warning light on the printer, or in the case of a large network printer with management software, an automatic email may be sent to the administrator. Paper can be considered a time-based consumable because if packets of it are left open for more than a few weeks it can dry or be subject to moisture, humidity or dust. These changes alter the friction between each sheet and contribute to misfeeds and paper jams. It is important estimate replacement times for things such as toner and paper so to ensure stock and minimise user disruption. You do not want to overstock, as some consumables are expensive and subject to falling quality over time. Laser printer developers, for instance, usually have a limited working life.

Reflection activity

1List what you would expect to find in the maintenance schedule that services peripherals in your workplace, or in another workplace to which you have access.

2Compare the actual workplace maintenance schedule with your own list.

3Might you improve the workplace maintenance schedule?

Conducting maintenance

Once you have a maintenance schedule organised you then follow the instructions as the need for maintenance that arises. Most peripherals have detailed instruction books, including diagrams that show you how to perform routine maintenance tasks. Proper care of peripherals will improve their long-term functioning and reliability.

It is important to follow the instructions in the manuals, especially any health and safety warnings. You should also dispose of any spent consumables in accordance with the manufacturer’s recommendations. For example, you should wear gloves when changing any printer toner. When disposing of the empty cartridge, place it in the container it arrived in and either put it in the bin or organise a recycling company to collect it.

The care of computer equipment usually falls under three categories:

1external components

2internal components

3software.

External components

External components should usually be wiped down with the proper cleaning fluid and technique. For example, do not use soap and water to clean a keyboard. This can short-circuit the keyboard or cause the keys to stick when in use.

A mouse with a roller ball can stop tracking correctly because of dirt. Use a proper cleaning solution or alcohol on a lint-free cloth to clean the exterior. Remove the mouse ball from its cover. Clean the ball with the cleaning solution or warm water and dry it off. Remove any lint or dust from the rollers inside the mouse ball housing. You may need to use a cotton bud.

Internal components

Dust and dirt tend to build up inside computer equipment. In a PC, too much dust can cause the system to overheat or crash. Unplug the computer equipment before you open it up. Use compressed air or a vacuum cleaner to remove as much dust as possible. All computers and many peripherals have a power supply that is cooled by a fan, which pulls air in through vents. You can normally remove the dust by blowing compressed air into the vent holes of the power supply, which will force the dust out of the fan and the vents.

Cleaning monitors

Monitors should be cleaned with an anti-static cleaner made for electronic equipment. Always spray the cleaning product on a lint-free cloth then wipe the monitor. This technique prevents excess liquid being applied to surfaces, and leaking into the edges of the monitor.

Qualified technicians only

The cathode ray tube (CRT) in a colour monitor is powered by 25,000 volts of electricity. This makes it dangerous to work with — leave all internal maintenance to a qualified technician. Special care needs to be taken, such as not wearing metal jewellery when working with high-voltage equipment. Even when not in use, the CRT acts like a capacitor and can retain a charge. Never touch the high-voltage anode near the front of the CRT, because it can give you a fatal electric shock.

Cleaning printers

Most printers come with instructions for maintenance and you should always follow them.

Laser printers can become very hot. The toner that provides the image on the paper is fused to the paper. The fuser assembly can reach temperatures of 600 degrees and can cause severe burns. The laser radiation can cause serious eye damage. Most of them will have safety switches that disable the laser radiation when opened. However, you should always turn off the printer before you open it.

Laser printer cleaning

The instructions below for cleaning a laser printer are only for general information. Always check your manual.

Wear protective gloves and non-conductive rubber-soled shoes to avoid any electrical shocks.
Spray the cleaning product on a lint-free cloth, and then wipe the printer. You may have to do this after cleaning the following components, as dirt, dust and toner are moved around by this activity.
Blow compressed air into the power supply vents to remove dust, or use a vacuum cleaner.
If possible, remove the toner, developer and separator pad.
Wipe the separator pad, removing excess toner.
Wipe the outside of the toner and developer very gently.
Vacuum out any excess toner inside the printer.
Clean the connectors and contacts inside the printer using a contact cleaner.
Put the toner, developer and separator pad back inside the printer.
Remove the cables and use the contact cleaner to clean the cable connections.

Software

At times, users may not be able to access a peripheral. This may require re-installing the software drivers for the peripheral. If the user has a new computer with a different operating system, the driver for the operating system must be installed. At other times, the drivers may be updated to eliminate any bugs or to run more smoothly with the operating system. New drivers can usually be found on the vendor’s website.

Reflection activity

1Observe or participate in the next maintenance task that is performed on a peripheral device to which to have access.

2Is the task being carried out following the vendor’s instructions and following occupational, health and safety requirements?

Creating templates and forms

Templates and forms can make it easier to follow a maintenance schedule.

By using templates, an organisation can lift the standard of documentation and it becomes easier to find information in documents. Templates can speed the process of creating new documents, as much work is already done.

Consistency of layout and design helps clients easily recognise where the document has originated. For example, the header may always have the page number and document name, with the section name of the document, the version number and date completed in the footer. The start of the document may contain the heading page, contents, author and introduction.

Templates are useful for enforcing consistency of style also and in some cases provide much of the text, which may then only require a small amount of editing. This is most common in specification documents, which may all contain similar information with only a small amount of information needing to be tailored for a specific job.

Many organisations store templates in a networked or shared area. The user opens the template, and then saves it as a normal document in their individual folder. As an example, a template for the LAN administrators of an IT department to record their maintenance schedules may include: dates; parts for maintenance; frequency of maintenance; whether an automatic or manual schedule; the date that the next maintenance is to be performed.

The information may be stored directly in a database to then view the maintenance history of a piece of hardware. Usually, a paper copy of the maintenance task is required with the signature of the technician who performed it, but an electronic signature is now possible also.

Reflection activity

1Are templates used in the organisation to create standard documents?

2What are the benefits of using the templates for the organisation? Can you think of more templates that could be created for the organisation?

Summary

You have considered what it means to assign priorities to peripherals, often printers, but sometimes other devices; the advantages for the organisation and the effect on the life cycle of the peripheral. Centralising the management and control of peripherals using a management software application was then considered, with advantages, among others, of streamlining the network administrator’s job. The importance and application of usage and maintenance logs was discussed, followed by a look at actual maintenance on the peripheral.

Check your progress

Now you should try the Practice activities in this topic. If you have already tried them, do them again to see if you can improve your responses.

When you feel you are ready, try the ‘Check your understanding’ activity in the Preview section of this topic. This will help you decide if you are ready for assessment.

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2005