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The Ultimate Windows XP OS Preventive Maintenance Checklist
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Ensuring Windows XP performs optimally requires keeping a disciplined maintenance routine. Based on years of supporting hundreds of end users’ Windows XP systems, here’s a checklist of 25 key real-world software-specific tasks you should perform regularly to keep Windows XP systems running smoothly. You’ll also find step-by-step instructions where appropriate, as well as a handy checklist for marking progress as you complete each task.

1. Review Windows XP’s System Event logs. Click Start | Run, type compmgmt.msc, click OK, explode the Event Viewer listing and double-click the System log. Look for any serious system issues Windows XP reports. Pay particular attention to disk controller and hard disk issues. Common event IDs that reveal Windows XP is experiencing difficulty writing/reading from controllers or hard disks include event IDs 11, 51 and/or 52). Microsoft provides troubleshooting information for these disk errors on its Web site. By proactively monitoring a Windows XP workstation’s system, help desk staff can head off a total system failure, often image the failing drive, and have the client system back up and running with no data loss and minimal downtime.

2. Review Windows XP’s Application Event logs. From the Computer Management console (accessed using the steps outline in step one), double-click the Application log within the Event Viewer. Look for errors and crashes. Repeated crashes by a single program could indicate the application requires updating or even reinstallation.

3. Confirm ample free disk space exists. This is an easily overlooked item. Open My Computer and mouse-over each hard disk. Windows will display Free Space and Total Size statistics in a small pop-up Window for each disk. As a rule of thumb, I recommend ensuring 20% free space remains, at a minimum. Be sure to review free space on all disks, too, including external hard disks used for backups and data storage.

4. Review antivirus logs for infections or errors. Occasionally Windows XP’s antivirus programs simply stall, become corrupted or fail to update. Sometimes antivirus utilities identify an infection but fail to contain the threat, noting so within its log files. Open the desktop’s antivirus program and scour its scan logs and application history to confirm the security software is operating as intended and that no detected infections are left untreated.

5. Update antivirus software and definitions. As long as you’re reviewing a Windows XP system’s antivirus software, ensure both the antivirus program itself and its virus definitions are up to date. A quick visit to the antivirus manufacturer’s Web site will help confirm the PC is running the most up-do-date version, while the application itself can be used to download the most current definitions. Occasionally you’ll encounter unreported errors when updating antivirus software or definition files. Be confirming these steps complete properly, you can have confidence the security software is current. This may seem a trivial step, but a National Cyber Center Alliance security survey discovered some 67% of those surveyed did not possess current antivirus applications (while 15% had no antivirus program).

6. Review antispyware logs for infections or errors. Many antivirus applications include an antispyware component. The threats adware, spyware and other malware pose are only increasing, and Windows XP is particularly vulnerable to such infections. While integrated antispyware programs help, it’s always best to also run a standalone antispyware application. Just as with antivirus logs, review the antispyware utilities’ histories to confirm its protections are working properly.

7. Update antispyware software and definitions. New spyware infections appear almost hourly. Other malware threats mutate just as quickly. While reviewing an antispyware program’s log files, confirm the PC is running the most current antispyware version. Update definition files, too, to confirm Windows XP is protected from the latest threats.

8. Delete Internet Explorer files and cookies. Many users may complain, as they’ll have to re-enter Web site user names and passwords the next time those sites are visited. But cleaning Internet Explorer of all offline content can improve performance and eliminate potential malware threats that may hide within IE’s temporary file locations. To clean offline files in Internet Explorer 7, open the Web browser, click Tools from the menu bar and select Options. If no menu bar is present, click the Tools button and select Internet Options. Within the Browsing History section, click the Delete button, then click the Delete All button. Check the box that reads Also Delete Files and Settings Stored By Add-Ons, and click Yes.

9. Remove unnecessary temporary files. Whenever Windows crashes or programs fail to close properly, unnecessary temporary files can be left behind. In some cases, thousands of files can collect within temporary locations, slowing Windows and needlessly consuming hard disk space. Several options exist for removing these temporary files. The easiest is to open Disk Cleanup (Start | All Programs | Accessories | System Tools | Disk Cleanup), select the Temporary Files option and click OK. Temporary files can be manually removed by navigating to the user’s directory following this path: C:\Documents and Settings\Username\Local Settings\Temp and deleting all files not currently in use by Windows XP. Note, if there are a large number of temporary files. you may need to sort files by date to identify temp files not locked by Windows XP processes.

10. Create System Restore Points. Occasionally driver failures and a handful of other issues can be corrected by restoring Windows XP to an earlier configuration. If the System Restore feature is turned off, or if a System Restore point hasn’t been recently created, this fall-back option could prove useless. Ensure System Restore is enabled by right-clicking My Computer, selecting the System Restore tab and confirming the Turn Off System Restore On All Drives option is not selected. To create a System Restore point, click Start, select All Programs, click Accessories, choose System Tools and click System Restore. Select Create A Restore Point and click Next. Enter a label within the Restore Point Description box and click Create.

11. Download and install high-priority Microsoft updates. Every second Tuesday of the month, Microsoft releases Windows XP patches and security fixes, as well as updates to other Microsoft applications such as the Office suite of productivity tools. Make sure Windows XP possesses the most current high-priority updates. Click Start and select Microsoft Update. If only Windows Update appears, select that option and choose to upgrade to Microsoft Update. Click the Express button that appears to check for any available high-priority updates, being sure to also download and install those patches.

12. Update drivers. Hardware components, including monitors, wireless keyboards and mice and other peripherals, typically work best when running the most current drivers. Return to the Microsoft Updates page, but instead of clicking the Express button, choose Custom. Download and install any optional driver-related updates that Microsoft Update lists. If a system is experiencing trouble with a particular device, locate that peripheral’s entry within Device Manager (right-click My Computer, select Properties, choose the Hardware tab and click the Device Manager button). Right-click the device’s listing and select Update Driver. Instruct Windows to Yes, This Time Only connect to Windows Update to search for the updated software. If Windows Update fails to locate an updated driver, you may have to visit the device manufacturer’s Web site for more information.

13. Update critical applications. QuickBooks, Adobe Acrobat and numerous other programs require regular updates. In some cases, such as with QuickBooks, all users must be using the same version of the software or problems can arise even in small workgroup environments. When performing proactive Windows XP maintenance checks, ensure all critical applications (not just Windows XP and antivirus and antispyware programs) are running the most current software version.

14. Confirm PST file size. Left to their own devices, Microsoft Outlook database files can exceed two, three and even four gigabytes in size. These large PST files can slow Outlook performance and even lead to crashes, data corruption and, in worst-case scenarios, data loss. Confirm Outlook.PST and Archive.PST files remain within reasonable limits. Outlook data file sizes can be reviewed by opening Outlook, highlighting the mailbox (often labeled Personal Folders and Archive Folders within workgroups and Mailbox – User’s Name within domain environments) and clicking File | Folder | Properties For Name Of Mailbox and selecting the Folder Size button. Total size is listed in kilobytes (an entry of 512000 KB would equal 500 megabytes).

15. Perform Archive function on Outlook.PST files larger than 500MB. When Outlook data files exceed 500 megabytes, it’s a good idea to archive old e-mail and calendar settings. Create archive files by opening Outlook and selecting File | Archive. Select the Personal Folder or Mailbox you wish to archive, set the dates for the mail you wish to archive, specify the location where you wish to store the archive data file using the Browse button and click OK.

16. Uninstall unnecessary programs. Open Windows XP’s Add or Remove Programs applet by clicking Start | Control Panel | Add or Remove Programs. Scour the list of currently installed programs for outdated software, obsolete applications and bloatware (unwanted software loaded by the manufacturer when the PC was produced). Select each item that can be safely uninstalled and click the Remove button.

17. Uninstall unauthorized instant messaging programs. Frequently users download and install instant messaging programs. Whether the source is My Space, AOL or Yahoo, even in organizations in which users are prohibited by policy from downloading and installing software, instant messaging programs appear. If your organization’s policy is to keep systems as secure as possible and minimize security threats, uninstall any and all unauthorized instant message programs that appear within Windows’ All Programs menu or Windows XP’s Add or Remove Programs applet.

18. Uninstall unauthorized gadgets. While some organizations encourage the use of Twitter applets, Facebook image loading software, Google Search and other gadgets, these tools can pose incompatibilities with other programs and even security risks within Windows XP. Remove or uninstall any and all unauthorized social media, desktop search and gadget applications. Numerous issues and failures within Internet Explorer are often corrected simply by uninstalling third-party tool bars found within the browser. Removal of these items may require uninstalling the programs from Windows XP’s All Programs menu or the Add or Remove Programs applet.

19. Uninstall unauthorized music and file sharing programs. File sharing programs, such as Kazaa, Limewire and BearShare, may create security risks, expose organizations to liability and even generate DNS errors on Windows server networks. iTunes, MusicMatch and other music programs, meanwhile, can reduce productivity while consuming valuable Internet bandwidth needed for more critical business operations. Remove these peer-to-peer file-sharing programs whenever they are found on business computers, and use discretion when determining whether to enable staff to operate iTunes and other music programs on business computers.

20. Confirm backup operations complete as scheduled. Often backup routines are scheduled on Windows XP machines and just as quickly forgotten. Review Windows XP’s backup logs (by default which can be located following this path: C:\Documents and Settings\Username\Local Settings\Application Data\Microsoft\Windows NT\NTBackup\data). You can also review Windows XP’s Application event log (described in Step 2) for any NTBACKUP events and errors.

21. Test restoring backups. In the world of computing, short of an unexpected catastrophic hard disk crash, there’s nothing worse than discovering (usually after an unexpected catastrophic hard disk crash) that backup operations were omitting important files or backing up critical data to corrupt media. Regularly restore backups to secondary systems (ideally a test machine) to confirm required data is not only being backed up properly but can be successfully restored, as well.

22. Confirm remote connectivity software is properly configured. While not as unnerving as a hard disk crash or lost data, being unable to remotely connect to a Windows XP machine in an end user’s time of need proves frustrating. While seated at a machine completing preventive maintenance, confirm remote connectivity software is enabled. For Windows Remote Desktop, right-click My Computer and choose the Remote tab. Confirm the Allow Users To Connect Remotely To This Computer checkbox is checked (and that appropriate users are granted access using the Select Remote Users button). When using other programs, such as PC Anywhere or LogMeIn, confirm the most current versions of those applications are installed.

23. Change user account passwords. Part of routine Windows XP maintenance is ensuring the box remains secure. Regularly changing user account passwords-particularly the local administrator account that often, within many organizations, remains unchanged throughout the entire service life of the PC-helps ensure the most simple, widely accepted security precautions are exercised on the computer. Be sure, when changing administrator passwords, to update the stored password for any backup file operations. Windows NT Backup’s user account password can be updated by opening Control Panel, selecting Scheduled Tasks, right-clicking any backup entries and selecting Properties. From the Task tab, click the Password button and enter the new password associated with the corresponding user account.

24. Empty the Recycle Bin. Just as many users believe they’ve deleted e-mail from within Microsoft Outlook without emptying the Deleted Items folder, discarded files don’t free hard disk space until the Recycle Bin is empty. Be sure to empty the Recycle Bin before completing preventive Windows XP maintenance.

25. Defragment the hard drive. With unnecessary and unauthorized programs removed, numerous unneeded temporary files deleted and the Recycle Bin emptied, the next step is to defragment the hard disk. While defragmenting a hard disk rarely results in rocket-like performance, defragmentation certainly reduces data seek and read times. To defragment hard disks in Windows XP, click Start, select Run, type compmgmt.msc and select Disk Defragmenter. Highlight the main hard disk and click Defragment. Note performance will markedly slow while the operation completes.

The Ultimate Windows XP OS Preventive Maintenance Checklist

Review Windows XP’s System Event Logs
Review Windows XP’s Application Event Logs
Confirm Ample Free Disk Space Exists
Review Antivirus Logs For Infections Or Errors
Update Antivirus Software And Definitions
Review Antispyware Logs For Infections Or Errors
Update Antispyware Software And Definitions
Delete Internet Explorer Files And Cookies
Remove Unnecessary Temporary Files
Create System Restore Points
Download And Install High-Priority Microsoft Updates
Update Drivers
Update Critical Applications
Confirm PST File Size
Perform Archive Function On Outlook.PST Files Larger Than 500MB
Uninstall Unnecessary Programs
Uninstall Unauthorized Instant Messaging Programs
Uninstall Unauthorized Gadgets
Uninstall Unauthorized Music and File Sharing Programs
Confirm Backup Operations Complete As Scheduled
Test Restoring Backups
Confirm Remote Connectivity Software Is Properly Configured
Change User Account Passwords
Empty The Recycle Bin
Defragment The Hard Drive

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