A fast and well maintained computer can be one of the best tools for an efficient staff. In terms of both economics and efficient computing, it makes sense to purchase computers with sufficient processor speed and memory so that it will be effective for approximately 5 years, at which point it makes sense to rotate it out for a new PC. A staff member who is using an old and unmaintained machine will feel frustrated with it's performance and will be less efficient. Also, in economic terms, it makes sense to upgrade a computer once during it's life cycle. Plan on spending 10-20% of the original purchase price on an upgrade (probably memory). Maintain your machine with a regular maintenance schedule (Windows Updates, Disk Cleanup, antivirus scans, spyware scans, disk defrag, etc). See Basic Computer Maintenance for more information.

Depending on the type of applications you use frequently, the specifications of a computer may need to be tweeked. For example, if you do a lot of work with graphics in Photoshop, you'll want to increase the amount of RAM your computer has. The table below has more examples:

• Operating System: The latest operating system for a new computer is Microsoft Windows 7. You’ll want to upgrade to the Professional version of this OS for additional networking and backup capabilities.
  • 64bit vs. 32bit: 

    Windows 7 can be had in either a 64bit or a 32bit version.  Most users will not be able to tell the difference between them.  From a “look, feel and function” the two are almost identical.  The central difference is in the amount of memory that can be used by the processor.  Windows 7 32bit reaches its limit at 4Gb (or 3.4gb available).  The 64bit version can use far more.  The 64bit version which is 10% faster will only work on a compatible 64bit processor.   A disadvantage of the 64bit version exists if a greater percentage of 32bit applications need to run under it.  The 64bit version will run 32bit applications but, slightly slower that its 32bit counterpart.  The 64bit version will also require slightly more hard disk space.  Additionally, users should be careful to use the correct drivers (printers, peripherals, etc) for each version since they differ.

    Summary:  The future trend is to 64bit for both operating systems and applications.  Under most conditions, the 64bit version will perform better  and is not constrained to a 4Gb limit.  In fact, it runs quite well at 3Gb and above.  Win7 32bit version is offered to provide for existing and older 32bit applications that will run more efficiently than the 64bit with less RAM (under 4Gb).  The 32bit version of Win7 is best suited to run 32bit applications on systems with under 4Gb of RAM and/or without a 64bit processor.   Find out if your system is capable of running either Windows 7 version by visiting this Microsoft link:   http://www.microsoft.com/windows/windows-7/get/upgrade-advisor.aspx

• Processor: Purchase the fastest processor you can afford since this is the heart of a system.  Three factors affect performance.  1) The architecture or make/model (P3, P4, Core2, i7 etc.)  2) The speed (2.8Mhz, 3mhz, etc)  and 3) The cache size (2Mb, 3Mb, 6Mb etc)  Generally processor upgrades (from stock) costing under $150 are worthwhile.  Generally higher model numbers are associated with faster processors. For information on processors search “Intel Processor Comparison Chart” at http://www.intel.com  and “Model Number and Feature Comparison” at http://www.amd.com
• RAM: For the purchase of any new computer, 2 GB of RAM is the minimum.  The norm is 3 to 4Gb.  This will ensure the computer will run well out of the box and for the next couple of years as you add new programs and perform more memory-intensive work.  Later, RAM will be the only upgrade worth doing (if needed).  Also read "64bit vs. 32bit" above since RAM usage will vary between them.
• Hard Drive: The advent of large external Storage options has made the need for large local drives less of an issue.  Indeed, best performance dictates the use of a local drive ( C:\ ) for only applications, system, and smaller data sets.  Large media, photo, music, and data stores are best kept off the local drive.  For this reason any local drive over 120Gb or more is sufficient.  The speed of the Hard Drive or how quickly it is able to write and retrieve information is more important.  A 7200rpm is minimal for both desktops and portables.  Some systems are available with 10k rpm drives or SSD drives.  An SSD (Solid State Drive) offers best performance but can be expensive.  Some SSD's have a limited number of read/write operations before the drive degrades.  SSD's also need no defragmentaion.
• Optical Drive : It is necessary to purchase a computer with at least a DVD-ROM drive. New software is being released on DVD and you’ll need a DVD-ROM drive to install it. It is also very nice to have a CD-RW drive to be able to burn backup CD’s. A DVD+/-RW drive is best option since they let you read and burn CD’s and DVD’s. In some cases having two drives installed (a DVD-ROM and a DVD+/-RW for instance) can be an advantage when copying discs.
• Monitor: A 17” LCD monitor is a must. LCD’s leave less desktop footprint and environmental impact than older CRT monitors. 15” LCD’s are generally too small. If you like a lot of space to work on documents or have trouble seeing smaller type, consider a 19” or larger LCD. For widescreen models remember that the size reflects a measurement from corner to opposing corner. Examine different sizes at a local computer store to avoid surprises. Never forget the image quality. Many times it is well worth the extra dollars for a higher quality LCD.  Ask yourself how many hours will you be looking at it.
• Video Card: A basic integrated video card is fine for basic computer usage such as word processing, spreadsheets, and web browsing. If you do a lot of work with graphics and programs such as Photoshop, an upgraded video card is a nice upgrade for increased performance. Look for either an ATI or nVidia video card with 256MB of RAM. You can purchase an ATI or nVidia card with 512MB of RAM, but this is likely overkill for most situations.
• Uninterruptible Power Supply (UPS): A UPS provides protection to your computer against power surges, sudden power outages, and brown-outs. Pick up a UPS that has at least 500 VA’s of power for a computer and LCD. Less VA’s (350) would be fine for network equipment like your router, DSL/Cable modem,network switch, etc. See http://www.apc.com
• Warranty: The typical 1 year warranty with a desktop computer is usually sufficient.  A three year warranty is rarely necessary except in certain environments where the computer could be easily damaged. Some computers from a manufacturer's "business line" come with a standard 3 year warranty.
• Floppy Drives and Optional Ports: Floppy disks as a storage medium are obsolete. Don’t bother with one except in rare cases. Other optional ports include the Firewire (aka IEEE 1394 port) which is used to connect some digital camcorders, and media card readers built-in to read SD cards, Memory Sticks, Compact Flash, and other media cards commonly found on digital cameras.

• Processor: Processors for notebooks can have different names than thier desktop conterparts.  Like processor architectures are used with more emphisis on power requirements and cooling.  As with the desktop processor the same 3 factors determine performance.  Look at the processor model number. Generally, the higher the number, the better the processor. In notebook computers, these mobile processors are made to optimize battery life. Avoid “budget” processors like the Intel Celeron Mobile and AMD Opteron. For more information on processors search “Intel Processor Comparison Chart” at http://www.intel.com  and “Model Number and Feature Comparison” at http://www.amd.com
• Hard Drive: In notebook computers, you usually have an option to choose a faster hard drive. Choose a laptop with a hard drive speed of 7200 RPM's (rotations per minute) versus 5400 RPM's. This will noticeably affect the speed of the system as well as extend its useful life. Some newer notebooks come with solid state drives (SSD) based on flash memory storage, a technology commonly used in digital cameras. Compared to conventional hard drives, SSD storage uses less power, provides faster performance, and is more resistant to damage when dropped.  However many SSD's have limited read/write operation times before the drive begins to degrad.  SSD storage costs several hundred dollars more than conventional hard drives. As prices drop and technology gets better,  SSD storage will become increasingly reliable and attractive.
• Screen Size: This is more of a personal preference. Notebook screen sizes range from 12” (ultraportable) to 17” (desktop replacement). A 14” screen is a good trade-off between portability and viewability. Many new laptops come in widescreen format which make them even more portable and allow for more side-by-side document editing.
• Warranty: A 3-year warranty with accidental damage protection is a must for notebooks due to their portability and lightweight/delicate components. Accidental drop and spillage is usually not covered under the basic warranty, so make sure you add on the accidental damage protection.
• Additional Considerations: A carrying case designed for laptops is important for protection. The number of USB ports is important for connecting USB drives, an external keyboard and mouse (so 3 to 4 ports is best). Always choose “business-class” notebooks as they are built with better components and are more durable.

• Vostro or Optiplex Desktops from www.dell.com (Small Business)
• Vostro or Latitude Notebooks from www.dell.com   (Small Business)
• HP/Compaq or Lenovo from www.cdw.com or www.hp.com   
• iMac Desktops from www.apple.com 
• MacBook Notebooks from www.apple.com   

Mac vs. PC?

When considering the purchase of a new computer, many people have questions regarding Macs versus PC's. Consider these factors when making a decision:

• Mac:

  • Macs are virtually virus free
  • Excellent, easy to use operating system 
  • Overall more expensive (30% to 50% over a PC)
  • Software may be harder to find and more expensive (note: Microsoft Office for Mac is available via TechSoup and is deeply discounted to qualifying nonprofits)
  • Excellent quality and support. 
  • File compatibility issues (as most users are Microsoft).
  • Macs are great "individual" systems.  They tend to loose thier "luster" in a larger networked enviornments.

     

• PC:

  • Antivirus and spyware software is a must with Microsoft PC's
  • Operating system is less “intuitive” than Mac but Windows7 is much better.
  • Less expensive
  • Better “value” for performance and more options to increase performance
  • All the advantages of a larger market share (file compatibility, support, drivers, devices, etc.)
  • Consumer Grade systems come with "bloatware" that needs to be removed.  Business Grade is prefered.

     

While the thought of a free or cheap computer may sound very attractive to your cash strapped nonprofit, you should be very careful about what you accept for free or purchase from a refurbisher. The time, cost, and headache involved in troubleshooting and repairing an old computer can certainly begin to outweigh the cost of purchasing new. It is best to inquire on the computer’s age and specifications before receiving it. If we assume a desktop computer has a useful life cycle of 5 years, don’t accept a PC that is past its midpoint (so if it is 3 years old or older, be wary of accepting it). 

Following these recommendations will help ensure the computer you accept will be useful and not a burden to the organization:

• At least a Pentium 4 processor 

• At least 1 GB of RAM

• A hard drive of 80 GB or more
• Less than three years old
• Clean and free of dust on the inside

Please dispose of your old equipment in an environmentally responsible manner. In many Michigan communities, city or county governments maintain recycling and/or refurbishing centers. These centers frequently charge fees between $10 and $50 per donated item to cover recycling costs.

Computer Systems

(desktops, notebooks, monitors, keyboards, mice and printers)

Your best option in Michigan to dispose of computer systems without having to pay a fee is a Goodwill location near you. Eleven Goodwill organizations in Michigan accept equipment without charging a fee: http://reconnectpartnership.com/locations.php

In the Holland area, MacMedia refurbishes used computers and distribute them to non-profit organizations for reuse by those in need, and recycles unusable equipment and components. http://www.macmedia.org/care.php

TechSoup.org also maintains a list of other organizations that accept equipment for recycling or refurbishing:

http://www.techsoup.org/resources/index.cfm?action=resource.view_summary&resourcelist_id=144&style=recycle&set=products

Small Electronics

(cell phones, PDAs, digital cameras, MP3 players)

For each small electronics item donated to http://www.recyclingforcharities.com/, a donor can designate a charity to receive $1. The donor does have to pay postage to send the item to the recycling center, but there are no fees charged. Register your nonprofit to be a beneficiary here: http://www.recyclingforcharities.com/signup.php