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Windows9x PCs: Routine Maintenance

The File System - ScanDisk & Defrag

Error Checking & Defragmenting

If there is a network operating, consider disconnecting to avoid interruption by other machines.

Contents
Why Bother? ~ Why it is desirable & how often to do it.
What To Dump First ~ Unnecessary files one can get rid of.
The Nitty Gritty ~ How to Scan and Defragment.
Windows98 Disk Cleanup ~ Page 1a ~ Using the Windows98 utility.
Index Page

Why & How Often?

The reason for maintaining the File System in general is simple. It gets rid of unwanted clutter and organises files better, helping a machine run more efficiently. And you can catch some errors which may be beginning to creep in before they start causing serious problems.

How often depends upon the use made of the PC. If it is mostly used to access a networked database and files a PC's own hard disk will not change much, and minimal maintenance should be required - just run ScanDisk every couple of months. On the other hand, once a week for a hard-driven machine doing letters, spreadsheets, presentations, emailing, using the Internet etc every day is reasonable; Defragmenting can be combined with backing up data. For a machine with less activity, then once a month is probably about right.

That applies to setups which are 'static', when new programs and games are not regularly installed, tried out and removed. If you do a lot of changing of your setup (or have done recently) in which a lot of files have been added and removed, then consider a thorough session more often. A good reason for not putting it off is the time it takes to Defragment. A badly fragmented hard disk may take all night ...

Junk To Dump First

  • Temporary Files: Shut Down Windows, and ask for 'Restart the Computer'. Then open Windows Explorer, and see what is in the 'Temp' folder, usually C:\Windows\Temp or C:\Win98\Temp (unless you have created your own, eg C:\Temp, which used to be common). There should not normally be any files there, or in sub-folders. However, some programs do install a sub-folder and need it to run properly, whilst others also need such a folder but will re-create it if it isn't there. Again, you will find certain files keep appearing in the 'Temp' folder itself (often " .dat" or " .log" files) and will be re-created if you remove them. So use some caution - if unsure copy the whole folder to somewhere and restore files if something says it can't find them when next run.
    (eg If you have Pretty Good Privacy installed, it stores encrypted messages in the Temp folder with the extension "msg". Do not delete these until sure they are no longer needed).
    If you do find files in the Temp folder(s), they will often have odd-looking names - usually but not always with a " .tmp" ending. Delete them. They are supposed to be simply temporary copies of files which should be deleted automatically when the application working on them is closed; sometimes it doesn't, and the folder can accumulate a lot of rubbish after a while.
    Note: Temporary files with a time and date indicating they were created in the same session you are now in should never be deleted, as they may still be in use. Shut down and Restart first.
     
  • Other Leftovers:
    • Old data files: Use Explorer to see what's on your hard disk. You may find files and folders you created for some reason months ago, have forgotten were there, and don't need. Delete them.
    • Deleted Files: When you delete a file it is not simply erased, but hidden and held in the Rubbish Bin / Trash / Garbage Can / Toilet (or whatever you have called it) for safety. You can see what is being held via the Desktop icon. Open the icon and see if the folder holds any files you sent there in error first. If so, select the file(s) and ask for 'Restore'. To permanently delete the rest ask for 'Empty Recycle Bin' and answer 'Yes' when asked 'Are You Sure?'
    • Unwanted Programs: If you still have programs installed that you are sure you no longer use and are not needed by some other program you do use, uninstall them (either via their own Uninstall links on the menu or via Control Panel's 'Add/Remove Programs').
    • MS Installation Files: After installing any Microsoft applications, reboot and from the Start menu ask for Find ® Files. Type   mscreate.dir   in the box and ensure that "Include subfolders" is checked. Click Search. If it finds any files with this name, they will all be 0 bytes long. They are spewed all over the place by MS installation routines, have no further use and clutter up the disk. Click Edit ® Select All, and delete them.
       
  • Browser Caches: For MS Internet Explorer periodically go into 'Internet' settings (in Control Panel). In Netscape Navigator Edit ® Preferences ® Advanced ® Cache. In both tell them to empty the Disk Cache / Temporary Internet Files folder, unless certain you need to keep the contents. They can easily become filled with stuff you collected by accident - or never asked for, given the amount of dross some 'bleeding-edge' WWW sites spew out. You may also want to clean out the History folders, or maybe limit them to the last two or three days if you use the Internet a lot.
     
  • Purging & Compacting: Whilst at it, open your email program and - if it has such a command - get it to compact the message folders. News programs may have a 'purge' command - use it to delete headers and bodies not marked for keeping which are over x days old. You might occasionally also flick through what you have and manually delete old messages and postings you don't want.
Windows98 offers a 'Disk Cleanup' button on the drive Properties box, and in Accessories / System Tools. This Cleanup utility can provide quicker access to files you may decide to get rid of.
See Page 1a for more details.

The Nitty Gritty

Let us be clear first about what does what.
  1. ScanDisk checks the File System to ensure the File Allocation Table (FAT) is correct, and that files themselves are accessible and not corrupt. ScanDisk can cure a problem before it becomes worse, therefore, but does not by itself improve the running of a machine.
    It is not necessary to run a full scan of the Hard Disk very often. This should be done at intervals - every 6 months on a newish machine and more often on an older one. However, if normal Scans begin to report errors, or Defrag is having problems, run a full Scan. If any sectors on the hard disk are bad, ScanDisk attempts to move the data elsewhere and marks those sectors as 'Not To Be Used'. This can cure problems, in the short-term. Disk errors are warnings that a new hard drive should be considered!
  2. Defrag on the other hand does not cure anything or try to. What it does is try to ensure that files are not scattered widely. In doing so it should improve day-to-day running, helping speed up access to files, or at least preventing them become slow to access.
Scanning and Defragmenting
  • Open 'My Computer', select the drive to check and ask for Properties. Click on the Tools tab.
     
  • Click on "Check Now" under 'Error-checking status' to run ScanDisk.
    ScanDisk does not usually take more than a minute or two.
     
  • Next click on "Defragment now" under 'Defragmentation Status' to run Defrag.
    Defragmenting may take from a few minutes to several hours, depending upon how much work has to be done.
And that's all there is to it! Pretty painless if done regularly.

Suggested ScanDisk & Defrag settings are illustrated on Page 2 (Win95) and Page 2a (Win98)
Further explanations of what ScanDisk & Defrag do are on Page 3. See Page 4a for Troubleshooting.

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