WebJunction

Elements to Include in a Maintenance Plan
Creating a Technology Strategy or Plan
Making it Easier
Replacing old PCs
Other options

Elements to include in a Maintenance Plan:

• Scheduling of security updates and patches- Use calendar software to remind staff
• Software updates, including operating system
• Schedule obsolescence
• Keep a Log of upgrade problems
• Anti-virus software
• Defragment hard drives
• Understand who is responsible for completing the tasks
• Have a disaster recovery plan
• Log of all current and past computer issues, including whether and how they were resolved
• Log of all computer updates and upgrades so you can easily check for currency
  (Both these last two plus the upgrade problems log can all be done with Event Tracker in TechAtlas)
•  A maintenence checklist or schedule that takes into account the different needs of PACs and staff computers. PAC maintenance will vary greatly depending on the security system used
• Plan for hardware upgrades (not just replacements). Often just an increase in RAM can add to the computer's life span
• Don't forget to plan for spending on printers, printer supplies and networking equipment
• Budget for replacement and add-on hardware, like mice, keyboards, USB hubs or even wifi routers
• Make sure to plan software upgrades carefully to take full advantage of the TechSoup Stock for Libraries and it's ordering restrictions
• Each month IT take an hour to go over upgrades with staff
• Educate at least one person at each branch on the basic items of maintenance
• Have a well-maintained current Wepage to advertise scheduled down times
• Burn copies of CD's so they can be replaced when lost or damaged- job for volunteer
• Use E-rate funding
• Install self-checkout systems
• Upgrade by adding memory (rather than replacing entire hard drive)
• Buy a new hard drive and upgrade instead of a whole unit
• Upgrade to wireless
• Record all new technology purchases
• Track failures/downtime- determine if cause was due to lack of maintenance
• Conduct inventory of computers and plan updates
• Hang inventory/replacement plan easily accessible to staff and consultants
• Regularly clean cookies for maintenance
• Make a calendar with what has been done and what needs to be done when
• Give each staff person a computer tool kit:  Assign specific staff and time

Creating a Technology Strategy or Plan:

• Use Tech Atlas for Planning, Tech Surveyor to revise Tech plan.
• Determine length of tech plan
• Do a yearly technology review
• Make a plan in the budget to update computers every 3 years
• Develop technology plan and include schedule for regular maintenance and upgrading
• Find a person (volunteer or reasonable cost) to regularly schedule upgrade/maintenance to computers in library
• Be sure you have budget line items hardware/software/support; contingency fund; capital improvement fund
• Learn what minimums should be - then meet or exceed!
• Inventory my library's computers and make sure the older computers are replaced first
• Write a long-range (10-yr) plan for upgrading and maintaining PACs and share with city manager to prepare for future budgeting
• Make sure staff take responsibility in noting changes for their computers
• IT people should have a schedule for upgrades

Making it Easier:

• Thin clients 
  
• Security Products
• User Access Restriction Products
• Computer Reset Systems
• Wireless
• Change operating systems so they are all the same
• License software with automatic update process
• See MaintainIT Cookbooks

Replacing old PCs:

• Consider leasing equipment instead of purchasing. Leasing can include a maintenance contract with a local company.
• Use a staggered replacement schedule to relieve budget pressure.
• Consider grants, state aid, fine money and gift money
• Determine standards to maintain the collection
• Consider using thin clients to replace regular PCs
• Seek out donations of computer equipment from local businesses that are upgrading theirs
• Replace computers every three years- budget

Other options:

• Borrow middle school laptops in the summer
• Buy as a cooperative for computer hardware
• Local adult ed. computer class requires students to assemble a computer which was then given to the library
• Contact at least 3 libraries of comparable size to see what they are planning for IT for the next 3 years!!
• Get local businesses to donate headphones, mice, and software games for children's computers
• Recycle printer cartridges:  http://www.envirosolutionsllc.com/