Most IT faults that paralyse an office could have been avoided. A drive that had been warning for weeks, a backup that stopped running without anyone noticing or an un-updated computer that opens the door to a virus. Preventive IT maintenance is all about getting ahead of those problems.
At Master Informática we have spent years looking after the computers of businesses in Benalmádena, Marbella and the Costa del Sol. These are the 10 tasks we check in any office, which you can use as a checklist.
1. Check that backups work
Having a backup system is not enough: you need to check that backups are made and can be restored. We recommend following the 3-2-1 rule: three copies of the data, on two different media and one of them outside the office or in the cloud. That way, neither a fault, a theft nor a ransomware attack will make you lose years of work.
2. Install security updates
Windows, macOS, browsers and programs such as Office or PDF readers release security patches every month. An un-updated computer is the most common entry point for viruses. Schedule updates outside working hours and check that no computer is left behind.
3. Check antivirus and ransomware protection
Confirm that antivirus is active and up to date on every computer, including laptops that leave the office. In businesses, a solution with specific ransomware protection and central management is also recommended, so you can see at a glance whether any computer has a problem.
4. Monitor the health of hard drives
Drives give warnings before they fail: bad sectors, slowness or read errors. Diagnostic tools can detect a drive about to break so it can be replaced before data is lost. Replacing old mechanical drives with SSDs also makes computers much faster.
5. Clean and optimise computers
Over time computers accumulate programs that start on their own, temporary files and unnecessary extensions. Regular clean-ups restore their speed. Physical cleaning also matters: dust in fans and vents causes overheating and faults.
6. Check the network, Wi-Fi and router
A slow or unstable network wastes a lot of time. Check Wi-Fi coverage, change the router's default passwords, separate the guest network from the work network and update the firmware of network equipment.
7. Manage users and passwords
When someone leaves the company, their access must be removed. It is also important to use strong passwords, not share them between people and enable two-step verification on email and cloud services. A password manager makes this much easier.
8. Keep an inventory of equipment and licences
Knowing which computers you have, how old they are and which software licences you use avoids surprises: expired programs, computers out of warranty or duplicate purchases. An up-to-date inventory also helps you plan computer replacements in good time.
9. Check email and the domain
Email is the main tool for many businesses. Keep an eye on mailbox space, review spam filters and check that the domain has SPF, DKIM and DMARC records properly configured, so your emails do not end up in your clients' spam folder.
10. Train the team in basic security
Most attacks start with a deceptive email. Teaching your team to recognise a phishing attempt, not to open suspicious attachments and to speak up when in doubt is one of the most effective and cheapest measures there is.
How often should preventive maintenance be done?
Some tasks, such as backups or updates, should be checked every week or every month. Others, such as physical cleaning or the inventory, only need doing once or twice a year. The most convenient option for a business is a maintenance service that takes care of everything regularly and alerts you when it detects a problem.
IT maintenance for businesses in Benalmádena and Marbella
If you would rather not worry about it, at Master Informática we take care of your company's IT maintenance: we check your computers, backups, network and security, and support you remotely or at your office. And if a computer has already caused problems, we also offer computer repair service in Benalmádena and Marbella.
Call us on 629 555 302, message us on WhatsApp or use the contact form and carry out a free initial review.
IT maintenance