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Important notes
Selecting the right technology and software
In order to select the right technology and software to complete a task, it is important to understand the functions of each piece of technology and each type of software. When starting a new job or when a new piece of equipment is purchased, staff should be trained in the main functions of the equipment: how to operate the equipment; Occupational Health and Safety issues; routine maintenance; and the procedures for reporting major faults.
The technology available may include:
- computers, including laptops
- digital cameras
- Zip drives
- modems
- scanners
- printers
Software applications may include:
- email and Internet browsers
- word processing
- spreadsheets
- databases
- accounting packages
- presentation packages
In order to use computer technology correctly, it is important to know the manufacturer’s instructions, as well as the organisation’s policies and procedures regarding:
- booting up, logging on and logging off (eg is a password needed?)
- correctly identifying and opening files (eg understanding the file management program)
- modifying files (eg does the file need to be saved with a different file name?)
- saving and closing files, (eg understanding the electronic filing system)
- printing files
Ergonomics 
Storage of data
Most data is stored on a computer’s hard drive. It is important to understand a computer’s file management system in order to save work in the right place. Data is stored in folders (or directories) and sub-folders (or sub-directories), similar to a paper-based filing cabinet.
Below are examples of how Microsoft Windows Explorer organises its directory:
This is a section of Windows Explorer showing how the files are organised into a multi-level filing system.
The “+” signs to the left of some folders indicates that there are further sub-folders located in these folders.
By clicking on a folder with a “+” sign to its left, all the sub-folders within that folder can be seen, as in the example to the right, under the Lotus folder.
A “-” sign to the left of a folder indicates that all sub-folders are showing.
Other than on the hard drive, data may also be stored on:
- floppy disks: remember that a limited amount of information can be stored here, so it is a good idea to compress the file to accommodate large amounts of data
- CD-ROMs: suitable for large amounts of data
- back-up system: particularly important in case of computer failure to safeguard large amounts of information
Retrieving documents
Documents can be opened from:
- a software program (eg Word)
- a file management program (eg Windows Explorer)
If a document cannot be found, it is possible to do a search by clicking on “Start”, then “Search”, then “All files and folders”, and by filling in the information that is known, as shown below.
Technology consumables
In the course of completing work tasks, it is important that employees know how to identify and replace technology consumables, including:
- printer ribbons and cartridges
- CD-ROMs
- floppy disks
- toner cartridges
- back-up tapes
- Zip disks
There should always be an adequate supply of these consumables. Supplies should be checked on a regular basis, the timing of which would vary according to the size of the organisation and the rate of use of these items.
The ordering of these consumables may involve filling out a requisition form or an order form or arranging for a tender or contract for their supply.
Routine maintenance
It is important that routine maintenance of business technology is carried out on a regular basis to ensure minimal breakdowns. Equipment should be cleaned regularly by using a damp cloth or other approved cleaning materials. Consumables should be checked to monitor their rate of use, and replaced when needed. Regular servicing by qualified or manufacturer-approved technicians will ensure that all equipment is in the best condition possible to minimise breakdowns.
All employees should receive training to solve common faults, like paper jams, system failures and low ink or toner cartridges. However, more complex problems should be reported immediately to the person in charge of maintenance, to the manufacturer or to the service company. A logbook of service visits must be kept.
It is a good idea to have all equipment checked regularly as part of the Occupational Health and Safety inspections.
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