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You probably need some sort of IT (a computer and accessories) for various
purposes in your company. Also for the accounting.
Examples of the utility value a PC offers most companies:
- Letters and other documents - word processing program
- Make your own accounts - accounting program
- Financial calculations - spreadsheet
- Internet searching - web browser
- Send and receive e-mails - e-mail program
Companies´ IT requirements vary a lot and there are probably not two persons
in the world using a computer the exact same way.
The technology has developed in such a way that - along with a high degree of
standardisation - computer applications can be tailored to fit each individual
user and his/her requirements.
Other services offered to companies by a PC and its software:
- Homepage setting-up - web design program/CM application
- Customer relations follow-up - customer relationship program/CRM
application
- Graphics/photo - paint and design applications
- Social networking - e.g. Facebook, LinkedIn
What kind of computer is required?
If your company does not run extremely IT intensive tasks such as image
processing or other graphic assignments or heavy use of the Internet, an
ordinary computer will do the job, and it does not have to be brand-new.
Thus, most computers from 2002 and newer are sufficiently fast and powerful to
handle day-to-day word processing, bookkeeping and other routines.
Do-it-yourself - within limits
Often the computer´s software set-up is far more important. If neither you nor
anyone from your circle of friends is a computer wizard, it is a good investment
to have a computer expert spend a few hours setting up your computer.
Software optimisation of a relatively new used computer will in practice often
be as good as buying a new computer. Likewise, adding more memory is no longer a
costly affair and it will speed up your computer and give it more headroom.
Backup
You have vital information of different nature (letters, customer files,
accounts, etc.) in your business computer. Losing such information could be
critical to your business.
There is always a risk that your computer is stolen, breaks down due to
malfunction, or your data could disappear or be destroyed in another way. At
best, re-entering such data is time consuming, at worst, it is not even an
option because the information is not to be found elsewhere.
Back-up routines
Thus, it is of utmost importance that you and your staff integrate a routine
ensuring that the worst case scenario depicts a few days´ work lost. Whether to back up on CD-ROMs, memory sticks, USB hard disk or maybe online on a extern server is a matter of taste and a question of the file sizes you handle.
It is also important that you establish this routine correctly to ensure that
you backup the right data and that another computer will be able to recognise
your backup files.
The backup data must be stored where they are not exposed to loss due to theft,
fire, etc.
Software backup is usually not normally necessary. Software take up so much hard
disk space that it will be impossible to backup unless you have a CD-rom burner
or a data tape unit.
Virus
Your PC will eventually get a virus. However, you can limit the probability and
frequency significantly by installing an anti-virus program.
- Go to next business issue: Four ways of Safeguarding
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| Celani, South Africa |
01-10-2011 |
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