Make an inventory
Before you will be able to manage your technology, you will have to assess what you have, first. That means listing down the details of all technology hardware, software, and other equipment you have. Try to note down all details, including vendor, date purchased, warranty and registration information, any part numbers or serial numbers, and other relevant information. It could be in a simple Excel or Word file you keep in a safe place. When the time comes and someone asks for the information, you will have it handy!
Save all documents and installers
Make sure you do not throw away documentation, software installers, warranty cards and other printed or electronically stored information that comes with your hardware or software. Although you may never want to read through any of the documentation, the repair man might need to consult it. You will save a lot of time having all setup discs handy when reinstalling your hardware or software instead of downloading it to the Internet. Better yet, burn a copy of all your installers and drivers in one CD so you do not have to keep switching the CDs when reinstalling your system.
Regularly maintain your technology
For computers, this usually means having a weekly schedule where you check and optimize your hard disks, check your system for viruses, back up your data, and delete unneeded files. For other devices this might mean regularly copying (or “synchronizing”) the data from your handheld computer or mobile phone to your computer so you have a backup. A regular schedule like this helps prevent problems in the future.
Have a backup strategy
Would your company survive if one day you came to work and all your files have been wiped out? Always have a second copy of your data; a third copy would be best. Depending on the volume of data you have, you could store it on floppy disks, zip disks, CDs, or DVDs. Make sure you check your backup media as well — be aware that some discs get damaged over time if not stored properly.
You do not have to upgrade all the time
Before you buy that latest version of hardware, software, or piece of technology, make sure it fits in your technology strategy. If what you are using works right now, there is really no reason for upgrading technology for hundreds of new features you might never get to use. Plan an upgrade cycle (say every two to three years) where you regularly assess your technology to see if there is a need to upgrade.
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