6.3 Hardware and software
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Computer specifications are continually changing, so it is important
to obtain up-to-date advice before purchasing or accepting any equipment.
It is recommended to choose a computer with a well-known brand name.
These can be more expensive, but more reliable.
Regardless of changing specifications, the process for deciding
what to obtain remains the same. It is important to decide:
- what the computer will be used for
- how many programs it will run
- how much data will be stored on the computer
- how fast the computer will need to work
- how the use of the computer might change or increase in the
future.
The following equipment will be needed: computer with CD-ROM or CD-RW
drive, printer, cables, back-up facilities, modem, UPS device, anti-virus
software, and software for communications (e-mail and Internet), word
processing and other functions as required.
Computer A fast, high-capacity computer with a
CD drive will be needed for a resource centre planning to offer
information services such as internal and external database searching,
current awareness and repackaging services, or access to the Internet.
The following is the standard specification for a computer for a
resource centre in early 2003. It is meant only as a guide, as it
will quickly become out-of-date.
533 MHz Intel Pentium 4 processor with 512Kb cache
256 Mb SDRAM (random access memory)
20 Gb IDE hard disk
17-inch screen colour SVGA (15.7-inch VIS .28 dot pitch)
20/48x CD-ROM drive
1 parallel port, 2 serial ports, 2 USB ports
UPS (uninterrupted power supply)
Back-up facilities: 3.5-inch diskette drive, and either 250Mb zip
drive, 2–8Gb DAT drive, or CD-RW drive in place of CD-ROM
drive
56 Kbs (kilobytes per second) modem
Windows 2000 Professional or Windows XP Professional operating system.
Guidance on buying IT equipment, including the latest recommendation
for a computer specification (updated every six months) is available
at:
http://www.lasa.org.uk/knowledgebase
A CD-ROM (read-only) drive can read information
that has been recorded onto a CD-ROM, a disc that stores large amounts
of data. This could be anything from publications, to databases,
video or audio files. It can be internal (part of your computer)
or external (a separate box that can be attached to your computer).
Accessing CD-ROMs is very useful if you do not have reliable access
to the Internet, as some resources, such as databases and journals,
can be supplied on CD-ROM (sometimes for a fee).
CD-RW (Read-Write) drive, or CD burner Similar
to a CD-ROM drive, a CD-RW drive can read compact discs (CDs), but
has the added ability to record information on blank recordable
CDs, and to record over (overwrite) data on an existing recordable
CD. This is useful for archiving large amounts of data or to back-up
the information saved on your computer, and can help economise on
memory space in your computer. Recording over data on a CD requires
a blank CD sold for this purpose, called a CD-RW (slightly more
expensive than a normal blank recordable CD).
CD-RW drives are becoming a standard part of computer hardware.
A computer without some sort of CD drive may cost a little less,
but it can be more expensive to purchase and install one later on.
Printer One or more printers will be needed to
print information from a word-processor, database, e-mail or the
Internet. There are three main types of printer – laser printers
and inkjets, which both use toner, and dot-matrix printers, which
use ink ribbons. Laser printers are fast and produce high quality
print, but they are expensive to buy and run. Inkjet printers are
less expensive and produce reasonable quality print, but are also
expensive to run. Dot-matrix printers are less expensive to buy
and run, but are noisy and produce lower quality print. However,
they can take continuous paper as well as single sheets, and are
therefore convenient for printing out address labels, and large
amounts of data, such as documents or database records for proof-reading.
Cables These are an important part of the computer
equipment. The correct cables should automatically be supplied with
the computer and any new piece of equipment purchased. However,
it is important to check that all the required cables have been
provided, such as cables to connect each piece of equipment to the
computer and power supply.
Back-up facilities If you don’t have a CD-RW
drive (see above), you’ll need plenty of floppy disks (1.4Mb)
to make regular back-ups (copies) of databases and day-to-day work
such as word processing. Media that can store more information than
a floppy disk – for example, CDs (700 Mb) or tape such as
a DAT (2–8 Gb) – can be useful for backing up larger
databases and publications including illustrations and pictures.
CDs, for example, can hold as much information as 550 floppy disks,
and DAT drives can hold all the information on a computer. Zip disks
(100Mb or 250 Mb) are quick and easy to use, but are significantly
more expensive than CD disks.
Modem (MOdulator-DEModulator) This is a device
that enables messages to be sent from one computer to another, via
a telephone line. A modem can be a card fitted inside the computer
(internal modem) or a small box next to the computer (external modem).
The modem links the computer to a telephone line using a telephone
cable. The same modem can be used to link more than one computer
to the same telephone line over a ‘local area network’
(LAN).
Some modems can be used to send and receive faxes (known as fax
modems). A fax modem makes it possible to communicate with people
who have a fax machine but no e-mail, as it enables messages to
be sent directly from a computer to a fax machine.
An important feature to consider when choosing a modem is speed.
Faster modems cost more to buy, but save telephone costs and on-line
charges of the Internet service provider (see
Section 6.5). Modems with speeds of 56Kbs per second are becoming
standard. The speed of a connection between two modems is limited
to the speed of the slower modem. However, it is still worth buying
a faster modem, since organisations are continually up-grading their
computer equipment.
The speed is also affected by the quality of the telephone line,
the computer, the Internet service provider’s equipment, and
the type of service you have contracted. Therefore, when buying
a modem, it is important to consider: the modem speeds that the
Internet service provider can support; the bandwidths (transmission
speeds) that the telephone company can support; and any local regulations
about what kind of modem may be used (in some countries, telecommunications
authorities do not allow users to connect modems to telephone lines,
or have a list of ‘approved’ modems for use in that
country). The relevant authorities or Internet service provider
should be able to advise.
UPS (Uninterruptable Power Supply) This is a device
that smoothes out fluctuations in the power supply, and provides
power for a short time after a power cut. This means that work can
be saved and the computer properly shut down, preventing programs
and data from becoming corrupted. This feature is important if you
live in an area that experiences electrical power surges or cuts,
if only for a second. Other factors that contribute to power fluctuations
and surges include: quality of the building’s wiring, number
of electrical devices, overloaded circuits, circuitry and wiring
design.
Anti-virus software A computer virus is like a
human virus – it causes damage and is not necessarily visible.
Viruses can be introduced via files on floppy disks or e-mail attachments,
or by downloading information from the Internet. Damage caused by
viruses can include loss of data, erasing the entire contents of
the hard disk, or multiplying files so that the hard disk becomes
full and cannot operate.
It is important to check regularly that there are no viruses, by
using anti-virus software. Anti-virus software needs to be updated
at least every month, as new viruses are continually appearing.
It is best to take out a subscription with an anti-virus program,
so that updates are received automatically. As new viruses emerge
it is important to update the software as soon as updates are available.
It is important to include anti-virus software in the budget. It
would be a false economy to omit it if everything were lost.
Internet users often try to warn each other about new viruses that
are circulating. You may receive e-mail messages warning about a
new virus. While these are sometimes useful, they are more often
than not hoaxes – pranks to create panic and concern. See
http://www.symantec.com/avcenter/hoax.html to check whether
a particular warning is a hoax or a real cause for concern. Never
open unsolicited email attachments from people you don’t know.
Communications software E-mail software is needed
to send and receive e-mail messages. It also allows messages to
be stored, e-mail address lists to be set up, selected mail addresses
to be recorded, and documents such as word-processed files or spreadsheet
files to be attached to e-mail messages. Internet browser software
such as Internet Explorer, Netscape or Opera is required for full
Internet connection (see
Section 6.5). It enables information on the World Wide Web to
be viewed, downloaded onto the computer and printed.
For an older computer, Opera browser software might be more suitable.
It works well with 386 and 486 computers and requires as little
as 12mb of RAM (random access memory) and 1.7mb of free disk space.
It costs about US$40 (US$20 for educational institutions; a version
that includes advertisements and doesn’t include e-mail support
is free). More information is available on http://www.opera.com
Netscape Navigator is available free of charge from http://channels.netscape.com/ns/browsers,
and requires 64mb RAM and 52mb of space on your hard drive. Internet
Explorer is also free of charge, at www.microsoft.com
(requires 16–32mb RAM, depending on your operating system,
and about 12mb disk space). Check that your operating system is
compatible with the browser you download.
Word-processing software Software such as Microsoft
Word or Wordperfect is essential for day-to-day work such as correspondence,
and for ‘repackaging’ information from e-mail, the Internet
or a database. Word-processing software often comes with the computer
(‘bundled’). However, bundled software is not necessarily
the most suitable. It is well worth finding out what software is
most commonly used in your area, or by members of a network, and
purchasing it separately if necessary.
Portable Document Format (PDF) A software programme
called Adobe Acrobat enables you to create and read Portable Document
Format (PDF) files, a worldwide standard for secure and reliable
document distribution. PDF documents display and print with the
formatting that the author created, including tables, illustrations
and graphics, and are protected from unauthorized access and alterations.
The Acrobat Writer (which can create these files) is available on
the website for a fee. However, the Acrobat Reader (needed to read
PDF files) is available on the website free of charge: www.adobe.com
PDF files are a common way of making documents available on the
Internet and CD-ROM, as they can be read by any computer using the
free Adobe Acrobat Reader software.
Other software Database software is discussed
in Section 6.10. There are many other types of software that can
be used for different functions. For example, desktop publishing
(DTP) software such as PageMaker or QuarkXPress can be used to produce
attractively presented materials, such as newsletters and display
materials. PagePlus is a cheaper alternative, but less commonly
used. Therefore before investing in it, you should ensure that your
printer can access files produced using this software. Spreadsheet
software such as Microsoft Excel or LotusNotes is useful for preparing
budgets, schedules or tables. Web publishing software, such as Macromedia
Dreamweaver or Microsoft FrontPage, makes creating attractive websites
much easier.
TIP: New or second-hand?
If funding is not available for a new computer, it might be possible
to use one that has been donated or passed on from another department.
However, computer technology evolves quickly and an older machine
may not be suitable for the tasks you need it to perform.
Check that the size of the hard disk, processor speed and memory
(RAM) are sufficient to run the software that will be used, at a
fast enough speed. Check the specifications of all the software
you need to run – often, newly available software will not
run on older machines. Add up the software specification figures
for disk space, and compare this, plus figures for processor speed
and memory, with the capacity of the computer. Computers running
at or near capacity will often crash, losing unsaved data and wasting
time.
When preparing funding proposals for computer equipment, it is
useful to bear in mind that a higher capacity computer is needed
for most resource centre work than for general administrative work.
If the resource centre already has a computer and another computer
is needed for administrative work, it makes sense to obtain a new
computer for the resource centre. Pass the resource centre computer
on for administrative work (having first checked that it can support
the software being used for the administrative work).
next: 6.4 CD-ROMS
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