There are many reasons to replace your computers before they could reasonably be called old. Big corporations may replace their computers every three years or less. I usually recommend that nonprofits replace their computers every four years. One reason to do this is so computers are replaced before they fail, so that down-time can be scheduled instead of being caused by unexpected failure. Productivity increases with newer computers, as people spend less time waiting for programs to open and respond to commands.

Newer computers have newer technology, which means improved security, stability, and new features. Or maybe there is a new software package you want to use -- and your old computer doesn't meet the system requirements.

But there are good reasons to keep old computers around. Maybe you just don't have the money to buy a new one. Or you may be in a part of the world where replacement computers are not only expensive -- they're hard to come by. Or maybe you want to wait as long as possible before sending the lead, mercury, and other toxic materials in your computer into the environment, and using more resources to build a new computer that you may not yet need.

For any of these reasons, you might want to keep your old computer running well, even if it is four, five, or six years old.

(If you're interested in keeping older Macs running, read "Resources for Older Computers" on TechSoup.)

Extending the Usable Life of a Computer

As computers get older, different things can go wrong. You may experience problems with the software, the operating system may respond sluggishly, or you may receive error messages. Maybe you can't open a program, or it crashes unexpectedly. You may also run into hardware problems: the CD-ROM drive won't open, your floppy drive won't reliably read disks, or your modem just stops working.

To extend the life span of a computer, consider what can go wrong, how to prevent and recover from those problems, and how to change the way you use your computer:

What Can Go Wrong with Software?
Preventing Problems with Software
What Can Go Wrong with Hardware?
Preventing Mechanical Hardware Problems
Preventing Electrical Hardware Problems
Upgrading Hardware
Changing Hardware Roles
Changing Operating Systems
Changing Paradigms

What Can Go Wrong with Software?

Problem: Too Much Software
The biggest software problem on old computers is that there is too much of it. When a computer has been in an office for a long time, it tends to accumulate software like the junk drawer in your kitchen. Having too much software can cause a variety of problems.

Unnecessary software can take up too much room on the hard drive. If the hard drive is completely full or nearly full, the operating system won't run well. On a newer computer, having lots of software is less of a problem because new hard drives tend to be big. But on an old computer with a small hard drive, your system may respond sluggishly.

In addition, as programs are added to a computer, they may take up more of its memory. Some programs, particularly little ones downloaded from the Internet, stay active in your system's RAM even when you're not using them in order to open more quickly when you do want to use them. In Windows, these "memory resident" applications can often be seen in the system tray in the lower right-hand corner of the screen. In Mac OS 9, you might have extensions taking up memory that really aren't needed. On a newer computer with RAM to spare, lots of memory resident applications may not be a big deal. But on an old computer with little RAM, you should free up as much memory as possible.

Solution: Remove Unnecessary Software
First, decide what software is necessary. Consider the difference between "need" and "want." Be ruthless. You may want iTunes so you can listen to streaming audio while you work, but do you need it? Old computers can't afford such luxuries; only keep what you really need to do your work.

In Windows, go to the Add/Remove Programs control panel. Determine for certain which software applications you don't need. If you're not sure, make certain that you have the original installation disks so you can reinstall if necessary. Then uninstall the software you don't need.

If software you do need shows up in the system tray, you may be able to disable its tendency to always stay open. For example, in Microsoft Windows you may see the icon for MSN Messenger in your system tray. In the options for the program you can set it not to launch automatically when the computer starts up. This will free up some memory for other purposes.

In Mac OS 9, open the Extensions Manager and disable extensions you don't need. If you don't know what you need and what you don't, consult with an expert.

Problem: New Software, Old Hardware
It's a sad fact, but you can't install just any software on any computer. For example, let's say you have a Pentium II with 128 MB of RAM running Windows 2000. If you use the right software, you won't have problems with this set-up. But if you install the latest version of Photoshop, it just won't work. I frequently find older computers with installed with software that just won't work well -- such as Mac OS X on an original bondi blue iMac. Even if you can install it, that doesn't mean it will run well.

Solution: Stay Within Your Limits
Before installing any new software, check the system requirements. Make sure that it is not more than your computer can handle. Make sure you have enough room on the hard drive and that it is compatible with the operating system you're running. If the software needs more than you're able to provide in terms of system resources, don't install it.

But what if you need to add software to your older computer? For example, let's say you want to add Microsoft Access to a computer in order to open a database. When you go to TechSoup Stock, you find that your nonprofit is eligible to order a donated copy of Microsoft Office Professional, which includes Microsoft Access. But wait -- they only offer Office 2003, which has high system requirements. What to do? You could upgrade your hardware to meet the system requirements (more on that later), or you could pick an earlier version of the software -- say, Office XP.

"But Office XP isn't available through TechSoup Stock!" you wail. I'll let you in on a little secret. When you obtain a software license for Microsoft products through TechSoup Stock, that license entitles you to use older versions of the software. I know this is a little confusing; the point is, eligible organizations can obtain older versions of Microsoft products through TechSoup Stock. (Read more about the process on TechSoup Stock -- although the instructions refer to Windows XP, it works for other Microsoft software, too.) If you're not eligible to order donated software through TechSoup Stock, you may be able to order discounted software from an Open Charity License reseller --  this principle applies to these licenses, too. You can buy Office 2003 and install Office XP.

This act of buying new software but installing older software is sometimes called "downgrading." The rules vary from vendor to vendor, so do some research before assuming you can downgrade.

Problem: Spyware
This is mostly a problem with Windows. Spyware, adware, and other junk software on your computer is always undesirable, regardless of the age of your computer. But again, on an old computer every bit of memory is precious. You cannot allow these invasive programs to steal your valuable system resources.

Solution: Spyware Removal Tool
Use a spyware removal tool such as Spybot Search and Destroy or Ad Aware. A nice feature of Spybot is that it can "innoculate" your computer against future infections. Best of all, it's free. Read more about removing malware on TechSoup.

Problem: Viruses
As with spyware, this problem mostly affects Windows users. (There just aren't that many viruses for the Mac OS.) Viruses are a problem with computers new and old, but they are more likely to turn up on old computers. This is simply because an old computer has been around longer, so it has a greater chance of being infected with a virus. There's also a greater chance users have lapsed on upgrading anti-virus software.

Solution: Anti-Virus Software
If you're going to run an old computer, you have to keep it clean if you expect it to perform. That means having up-to-date anti-virus software.

Preventing Problems with Software

Performing regular maintenance will forestall problems with your operating system and other software. That means installing updates from the software vendor, defragmenting the hard drive, running Scandisk on Windows 98 or chkdsk on Windows 2000 or Windows XP. Be prudent about installing only what you need to do your work. Don't install software just for fun. Ultimately, you'll be a lot happier if your computer is running well.

What Can Go Wrong with Hardware?

There's basically only one thing that goes wrong with hardware: it breaks. If it's not broken, the problem isn't with the hardware. By "broken," I mean worn out, bent, burned up, cracked, smashed, or otherwise inoperable.

So what can break? Just about anything in your computer can break, but the parts that move are more likely to break:

• ventilation fans
  
• the fan in the power supply
  
• the fan on the processor
  
• the hard drive
  
• the CD-ROM drive
  
• the floppy drive
  
• moving parts in the printer
  
• moving parts on the mouse

If something appears to be broken, first determine whether it's actually broken. I won't go into detail here on troubleshooting hardware, but suffice to say that cracking open the mouse and cleaning the dust bunnies out of the rollers can make a "broken" mouse work like new.

Preventing Mechanical Hardware Problems

You can help keep moving parts running by using them gently and removing sources of friction. The biggest source of friction is dust, including hair and cigarette ashes.

Keeping your work area clean will prolong the life of your computer. Dust your desk regularly. Vaccuum the floor to reduce the amount of dirt there. Don't smoke in your office: you already know it's not good for you or your coworkers, and now you know it's not good for your computer. Once a year or so, open your computer's case and blow out any dust with a can of compressed air.

Preventing Electrical Hardware Problems

Power surges can break electronics. Test your electrical outlets to see if they are properly grounded, and use a good-quality surge protector to protect your equipment from voltage spikes. Dusting out computers also helps lower their temperature, which improves performance and prolongs the life of electrical components.

Upgrading Hardware

• RAM: To see the biggest increase in performance, increase the amount of RAM in an older computer. Put in as much as the computer will support. You can find what kind of RAM you need and how much your computer will support by looking at the documentation for the computer on the manufacturer's Web site. If you have a generic computer or can't find the information, consult with a expert to figure out what you need and where you can find it. Don't assume that just because it fits you can drop a 256MB RAM DIMM in your computer. Make sure that the computer supports the size and the type of the RAM you are installing.
  
• Video card: Replacing the video card with a newer one that has more memory can also improve performance. If your older computer has an AGP slot, replacing a PCI or onboard video adapter with an AGP video card can speed up the computer.
  
• Hard drive: An old hard drive is probably a slow hard drive. Replacing the hard drive in your old computer with a new one will give your machine an added boost. In an older machine with a slow (66 MHz) IDE controller, you should consider adding a PCI IDE 133 expansion card to match a new IDE 133 hard drive. Keep in mind that replacing the hard drive probably means reinstalling the operating system and all your programs, so don't plan on taking this step unless your time (or the environment) is more important to you than your money.
  
• Processor: It's usually more trouble than it's worth to replace the processor or the motherboard.

If you're upgrading on a budget, you may be able to get used parts for free or for cheap from a computer recycling organization.
Changing Hardware Roles

If a computer is too old to be servicable as a desktop computer for one purpose, you may yet find a use for it.

• Appropriate assignment: Does your receptionist need to do work with graphics or PowerPoint? Give him your newest computer. Does your intern really only answer e-mail and surf the Web on the computer? An older computer might fit the bill. When a computer is suited to the task at hand, its age doesn't matter as much.
  
• File or print server: An older computer can often make a perfectly adequate file or print server. Windows 98 also doesn't have the same 10-user limit that Windows 2000 imposes.
  
• Firewall or router: You could also put an old computer into service as a firewall or router using Coyote Linux. All you need is any old computer with a working motherboard, two network cards, and a floppy drive. No CD-ROM or hard drive are required.

Changing Operating Systems

One of the best ways to bring new life to an old PC is to erase it and start over with some version of Linux. Some Linux distributions such as Cobind are specifically intended for use on older hardware. Cobind Linux has many features of a modern operating system. Like all versions of Linux, it is unbelievably stable and highly secure. Cobind will run well on a Pentium II 300MHz processor with 64MB of RAM and a 2GB hard drive.

Changing Paradigms

Old computers can make excellent terminals in a thin-client network. In your standard small office environment, programs are run on separate computers: I might run an e-mail program on my computer, while you run a database on your computer. In a thin-client network, all programs are run on one computer, which is connected to many terminals so that multiple users can access that one computer system at once. So instead of replacing old computers with new ones, an organization could use a single higher powered machine as a terminal server, and use the old PCs as terminals. A terminal in a set-up like this doesn't need a hard drive, much of a processor, or memory. It doesn't do any processing at all -- it just provides a window onto the terminal server.

Depending on the applications that staff need to run, an organization could use the same old Pentium II PCs for years. The only reason to finally remove them from service would be hardware failure.

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