Floppies, meet your replacement

I must be the next-to-last person in the world to spend significant lengths of time experimenting with these, but for the benefit of the last person in the world, I’d like to talk about USB flash drives, also known as thumb drives (for a brand name), pen drives, or keychain drives, because they’re small enough to fit on a keychain.They are, as that popular brand name suggests, about the size of your thumb. It’s possible to buy one that holds as little as 64 megabytes of data, which is still a lot of Word and Excel files, but currently the sweet spot seems to be 512 megabytes or 1 GB. This is, of course, always a moving target, but as I write, it’s entirely possible to find a 512-meg drive for around $40, although sometimes you have to deal with rebates to get the price that low. It’s harder, but still possible, to get a 1 GB drive for under $90. That will change. Currently a 2 GB drive is more than $200.

I remember when people went ga-ga over a 1 GB hard drive priced at an astounding $399. That price was astoundingly low, and that was only 10 years ago. Progress marches on, and sometimes progress really is an improvement.

The drives are so small because they use flash memory–a type of readable/writable memory chip that doesn’t lose its contents when it loses power. It’s not as fast as RAM, and it’s a lot more expensive, and its lifespan is much more finite, so you won’t see flash memory replacing your computer’s RAM any time soon. But as a replacement for the floppy disk, it’s ideal. It’s fast, it’s compatible, and unlike writable CDs and DVDs, they require no special software or hardware to write.

The drive plugs into a USB port, which is present on nearly every computer made since about 1997. Use with Windows 98 will almost certainly require the installation of a driver (hopefully your drive comes with either a driver or a web site you can use to download a driver–check compatibility before you buy one for Win98), but with Windows 2000, XP, and Mac OS X, these devices should just plug in and work, for the most part. With one Windows 2000 box, I had to reboot after plugging the drive in the first time.

From then on, it just looks like a hard drive. You can edit files from it, or drag files onto it. If the computer has USB 2.0 ports, its speed rivals that of a hard drive. It’s pokier on the older, more common USB 1.1 ports, but still very tolerable.

The only thing you have to remember is to stop the device before you yank it out of the USB port, to avoid data loss. Windows 2000 and XP provide an icon in the system tray for this.

These are great as a personal backup device. They’re small enough to carry with you anywhere–the small flashlight I keep on my keychain is bigger than most of these drives–and it only take a few minutes to copy, so you can copy those files to computers belonging to friends or relatives for safekeeping.

If your only interest in a laptop is carrying work with you–as opposed to being able to cruise the net in trendy coffee shops while you drink a $5 cup of coffee–a pen drive makes a very affordable alternative to a laptop. Plug one into your work computer, copy your files, and take work home with you. Take it on the road and you can plug it into any available computer to do work. It’s not the same as having your computer with you all the time, but for many people, it’s more than good enough, and the drives make a Palm Pilot look portly, let alone a laptop.

So how do you maximize the usable space on these devices? The ubiquitous Zip and Unzip work well, and you can download small command-line versions from info-zip.org. If you want something more transparent, there’s an old PC Magazine utility from 1997, confusingly named UnFrag, that reduces the size of many Word and Excel files. Saving in older file formats can also reduce the size, and it increases the possibility of being able to work elsewhere. Some computers still only have Office 97.

You may be tempted to reformat the drive as NTFS and turn on compression. Don’t. Some drives respond well to NTFS and others stop working. But beyond that, NTFS’s overhead makes it impractical for drives smaller than a couple of gigs (like most flash drives), and you probably want your drive to be readable in as many computers as possible. So FAT is the best option, being the lowest common denominator.

To maximize the lifespan of these drives, reduce the number of times you write to it. It’s better to copy your files to a local hard drive, edit them there, then copy them back to the flash drive. But in practice, their life expectancy is much longer than that of a Zip or floppy drive or a CD-RW. Most people are going to find the device is obsolete before it fails.

The technologically savvy can even install Linux on one of these drives. As long as a computer is capable of booting off a USB device, then these drives can be used either as a data recovery tool, or as a means to run Linux on any available computer. 512 megabytes is enough to hold a very usable Linux distribution and still leave some space for data.

Intel scraps its 4 GHz P4!

Intel has announced it’s scrapping its 4 GHz P4. That’s a big turnaround.Intel got where it is today by cranking the megahertz, and then the gigahertz, just as high as it could and as quickly as it could, hoping competitors wouldn’t be able to keep up, and trumpeting clock speed as the only thing that really mattered.

When it designed the P4, it extended its pipeline to ridiculously long lengths, allowing it to pump up the clock rate, but the efficiency was so low that Intel had to be ashamed of it. The last of the P3s cleaned the P4’s clock. As did a number of AMD’s chips.

Now Intel is having difficulty reaching 4 Ghz. AMD still has room to ramp up its speeds, but it hasn’t even reached 3 GHz yet. They’ve been taking other approaches to increasing speed.

Now Intel’s taking yet another page from AMD’s book. First, Intel clones AMD’s 64-bit instruction set, next, Intel replaces clock speed with model numbers, and now it throws in the towel on the gigahertz race.

It’ll be interesting to see how Intel’s marketing adjusts. And while I don’t expect AMD to topple them any time soon, if ever, it’ll be interesting to see if AMD manages to turn this into another opportunity.

Hard drive upgrade tips for older PCs

A hard drive upgrade is one of the best ways to extend the usable lifespan of a computer.

A lot of people come to this site looking for hard drive upgrade advice, but I realized that it’s been a long time since I’ve written anything about that. Since there are some gotchas, I need to address them.

Read more

Determining the age of electronic equipment

Determining the age of electronic equipment is fairly easy to do. There’s actually a secret code that allows one to do this and gain other insights into the history of such devices. This works for computers, of course, but also for most any other device that contains computer chips.

You just need to know how to read the code. Read more

No surprises in the PC Magazine reliability/service survey

It’s that time of year again. Time for PC Magazine’s annual reliability and service survey. I’ve been reading it for almost half my life, and half a lifetime ago, it really meant something.

Today, the subtitle ought to be “What happens when you outsource.”So what does happen when you outsource? All the PCs are basically the same these days. It makes sense. We’re down to three or four suppliers for almost all of the chips on the motherboard, and everyone, including the big vendors, buy their motherboards from one of a half dozen or so companies now. Some contract manufacturer in the Far East puts them all together and puts some other company’s name on it.

The good news is that if there’s a secret to building good, reliable PCs, it’s really poorly kept. The basic hardware is much more reliable today than a decade ago. Back when I sold computers at retail, I remember a Compaq sales rep complaining bitterly that Intel’s “Intel Inside” campaign was hurting them by making everyone think all computers were the same inside. At the time they weren’t. Compaq’s engineering and rigorous testing didn’t always produce the fastest PCs, but they were always near the top, and it did produce some really reliable stuff.

Would that same philosophy applied to today’s technology yield something better? It’s impossible to know. Compaq PCs are exactly the same as everyone else’s these days. The good news is the hardware is about as problem-free as it was back then. And so is everyone else’s. The only difference is the software the manufacturer loads on them.

You may be surprised, but even the bargain-basement eMachines scored high on reliability ratings. It turns out it’s cheaper to get things right the first time than it is to cut corners on quality and have to accept lots of returns. Their machines were dirt cheap, the company was profitable, and the reliability was good. That’s why Gateway bought them and then turned management of the combined company over to the eMachines management.

Speaking of Gateway, support is almost uniformly lousy across the board. People have always complained to me that the support people don’t know what they’re doing. Now it’s hard to know how much the phone techs know because you can’t understand them.

Someone has got to realize this makes poor business sense and make a change. IBM knows, but IBM doesn’t sell PCs at retail anymore. In the early ’90s, Gateway had tremendous brand loyalty. Their PCs were terrible, but the tech support was friendly and determined. When Dell and others started undercutting Gateway’s prices, they cut costs by decimating their tech support. The result was lousy computers and no help getting the problem fixed. The only thing left to do was to buy eMachines, whose management had walked into a similarly bad situation in 2001 and righted it.

It’s pretty obvious to me that the way to break this logjam of sameness is to offer first-rate technical support. I want to believe that the first company that moves its technical support back to the United States and advertises the fact would even be able to get by with charging a premium price.

In the meantime, you stand to get slightly better support by buying from a retail store rather than over the phone or web, if only because the store will be able to help you with basic questions. The quality of in-store help varies widely, but if you find good help in the store, find out that person’s name and ask for that person if you have to call again. Most people who are really good don’t stay in retail for long–at least one company here in St. Louis scouts the retail stores’ computer help and tries to hire away anyone over the age of 21 or 22 who seems to be any good–but you may get some good help in the meantime. Use the manufacturer’s support as a backup, if the store will let you.

Thoughts on backups

Backups have weighed heavily on my mind lately. When you have 125 servers to tend to at work, chances are one of them is going to fail eventually. Really what seems to happen is they fail in bunches.

One of my clients has a problem. He’s out of capacity. And that’s gotten me thinking about backups in general.You see, my client’s golf buddies are telling him nobody backs up to tape anymore. Backing up to disk is the hot thing now. Here’s the theory. Your network is fast, right? Why make it wait on the tape drive? Back up all your servers to disk instead, and they can all back up at once, and hours-long backups take minutes instead, and restores take seconds. And no more paying $3,000 for tape drives and $6,000 for a rotation of tapes for it!

Now here’s the problem. A CIO hears "disk" and he thinks of that 400-gigabyte IDE drive he saw in the Sunday paper sales ad for $129 with a $60 mail-in rebate. (It wasn’t really quite that big, and it wasn’t really quite that cheap, but these things are always better on Monday morning than they were the day before.)

No enterprise bases something as important as backups on a single consumer-grade IDE disk. For one thing, it won’t be fast enough. For another, they’re not designed to be used that heavily, that frequently. An enterprise could get away with something like HP’s $1200 entry-level NAS boxes, which use cheap IDE drives but in a RAID configuration, so that when one of those cheap disks fails, it can limp along for the rest of the night until you swap out the failed drive. The chances of one drive failing are small but too large for comfort; the chances of two drives failing at once are only slightly better than Ronald Reagan winning the Republican primary this year. With Abraham Lincoln as his running mate.

One can set up some very nice backups on a Gigabit Ethernet setup. Since Gigabit’s theoretical bandwidth is about 3 time that of Ultra320 SCSI’s theoretical bandwidth, you can back up three servers at once at full speed. Drop in a second NIC, and you can back up six. In reality, the disks in the NAS box can’t come close to keeping up with that rate, but the disk can still back up everything much faster than tape will. Even a lightning-fast state of the art 200/400 GB LTO drive.

Frankly, with such a setup it becomes practical to back up your most important servers over the lunch hour, to avoid losing half a day’s work.

But you don’t get it for $129.

And in reality, no enterprise in its right mind is throwing out tapes either. If they back up to disk, they spool that backup to tapes the next day, so they can store the tapes offsite for archival and/or disaster recovery purposes.

How important is this? I remember about a year ago getting a request for a file that was changed in the middle of a week, and the person wanted that copy from the middle of the week, not from our Friday backups that are archived longer. Even with a tape rotation of 40 tapes, I couldn’t get the file. The tape had been overwritten in the rotation a day or two before.

While rare, these instances can happen. A 40-tape rotation might not be enough to avoid it. Let alone just a couple hundred gigs of disk space.

But what about home?

Consumer tape drives had a terrible reputation, and based on my experience it was largely deserved. The drives had a terrible tendency to break down, and the failure rate of the tapes themselves was high too. The lack of comfort with enterprise-grade tape that I see in my day-to-day work may stem from this.

The last time I was in a consumer electronics store, I don’t think I saw any tape drives.

I suspect most people back their stuff up onto optical disks of some sort, be it CD-R or RW, or some form of writable DVD. The disks are cheap, drives that can read them are plentiful, and if floppies are any indication, the formats ought to still be readable in 20 years. My main concern is that the discs themselves may not be. Cheap optical discs tend to deterriorate rapidly. Even name-brand discs sometimes do. We’ve had great luck with TDK discs ever since Kodak took theirs off the market, but all we can say is that over the course of three years, we haven’t had one fail.

The last time my church’s IT guy called asking about backups, we happened upon a solution: a rotation of USB hard drives. Plug it in, back it up, and take the drive home with you. It’s cheap and elegant. Worried about the reliability of the drives? That’s why you use several. Three’s the minimum; five drives would be better. Use a different drive every day.

It’ll work, and it’s pretty affordable. And since the drives can be opened up and replaced with internal drives, it has the potential for cheap future upgrades.

How about the reliability of hard drives? Well, I have a box full of perfectly readable 120-meg drives in my basement. They date from 1991-1993, for the most part. I bought them off eBay in the mid 1990s, intending to put them in computers I would donate to churches. The computers never materialized, so the drives sat. I fire one up every once in a while out of curiosity. The copies of DOS, Windows 3.1, and the DOS Netware client that were on them when I got them are still there.

Some technology writers have observed that modern IDE hard drives seem to have a use-by date; they just seem to have a tendency to drop dead if they sit unused for too long. I see this tendency in a lot of devices that use inexpensive electric motors. Starting them up every once in a while and giving them a workout to keep the lubricants flowing and keep them from turning glue-like seems to be the best way to keep them working.

At this stage, I’m less worried about the long-term viability of hard drives than I am about optical discs. Ask me again in 20 years which one was the better choice, and I’ll be able to answer the question a lot better.

If you’re stuck using optical discs, the best advice I can give is to use a brand of media with a good reputation, such as TDK, make multiple copies, and store them in a cool, dark, dry place. The multiple copies should preferably be stored in different cool, dark, dry places. Light seems to break down optical discs, and cooler temperatures as a general rule slow down chemical reactions. Dryness prevents chemical reactions with water and whatever the water might manage to pick up.

Leave your DIY PCs at home

This is a response to the eWeek editorial Bring DIY Systems to Work. Nice theory. Unfortunately, lab theory and the real world don’t always mesh.

I like building PCs. I built my first PC in early 1994, back when everything was on a separate card and you had to set interrupts and DMA channels using jumpers and DIP switches and in most cases you had to tell the BIOS exactly what size drive was in it–it wouldn’t detect anything for you. I built my main PC at home myself. I built my secondary and tertiary PCs at home myself too. And my girlfriend’s PC, and my mom’s PC, and my sister’s PC.

Get the idea?

Read more

A few short tips on buying laptops

A client came into my cube today seeking advice on laptops. He asked lots of good questions, so I thought I’d share the answers with you.National chains versus local: If you’re staying local, you might get better service from a local shop. In his case, he’s sending a daughter off to college out of state. Better to buy from someone who has a store close to the college.

Recommended brands: Buy what the college recommends, if possible. Why? The college’s technicians are used to working on that equipment and know its quirks and how to get around them. When I was working at Mizzou, we were used to IBMs. When people brought us Dells, sometimes we had problems getting them working. And yes, all laptops have quirks. They’re crankier than desktops.

Extended warranties: As a rule I don’t buy them on electronics equipment. My philosophy is that since I fix computers for a living, I am an extended warranty. Laptops are different. You probably do want the extended warranty because I can almost guarantee something’s going to break a short time after the manufacturer’s warranty goes out.

But here’s a secret. Don’t buy the extended warranty from the salesperson. March up to customer service and ask them about the terms. Get them to go over the fine print with you. Wait in line if you have to. The reason is simple. At least one national chain, whose name I won’t name, has a tendency to tell the salespeople one thing and the customer service people another. Maybe the salesperson says the no-lemon clause kicks in after it breaks three times and the customer service rep says four. Guess who’s word counts? Customer service.

You might also get the name and employee number of the person who tells you the terms of the agreement. It’s a lot of extra work, but it’s probably worth it to protect a $1,500 laptop. When I had a piece of equipment die for the third time a day before the extended warranty expired, I had to fight to get it replaced. In the end, I had to go to a different store with a more agreeable manager.

Cheap laptops: As a general rule I don’t think I trust sub-$1,000 laptops. Too many compromises. Sotec of Japan tried to sell a dirt-cheap laptop a few years ago. You wouldn’t believe the number of people who come here looking for advice on it. For the most part it was a good laptop, but it seems it had a few annoying issues.

Really, the sweet spot tends to be $1,500-$3,000. If you’re paying for it, aim for $1,500. If your employer is paying for it, aim for $3,000 since most companies have a 3-year replacement cycle no matter what the machine originally cost, and in three years the $3,000 laptop will annoy you less.

Used laptops: Don’t do it. People who buy laptops almost always use them until the wheels fall off and won’t go back on again. You might get lucky and get an off-lease laptop from an executive who used it as a status symbol and only powered the thing on twice, but more likely than not, when you buy a used laptop, you’re buying someone else’s problem.

Advice for setting up a computer lab

Two weekends ago, I headed back up to Bethlehem Lutheran Church to rebuild the computer lab I had set up for them a few years ago. Built on P3-based Compaq Deskpros and Windows 98, it had held up, but was desperately in need of repair.

The vision of this project was to set up a lab in a declining neighborhood, where kids could come to do their homework and adults could come to learn computer skills. The lab is run under adult supervision, and outsiders with teaching and/or training experience come in occasionally to teach computer literacy classes.

Ultimately, I want this project to produce some sysadmins in North St. Louis. Years ago, when this was in the planning stage, I told Pastor John Schmidtke that I wanted to see some Mercedeses and BMWs in that neighborhood, purchased with salaries earned from skills picked up in that lab.

Well, that hasn’t happened yet. But there’s still time. In the meantime, how about if I talk about what I’ve learned from three years of operation?Fancy computers not necessary

These were midrange machines when they were new. The lab cost some $10,000 to build, including materials to renovate the room. A contractor who attends my church renovated the room to my specifications. For what it’s worth, I told him there would be about 10 computers there, and the keyboards needed to sit so that a five-foot person’s elbows would make a right angle while seated. He built an around-the-room desk to hold the computers and bored out a couple of holes at each station for the keyboards.

Back to the computers. Today those computers would be worth about $100 apiece. That’s OK–they’re fine for word processing and e-mail, casual web browsing, and educational games, which was the goal. They were fine then and they’re fine now.

Any business with a philanthropic mindset could duplicate what we did here with a dozen outmoded office computers. A Pentium II with 64 MB of RAM can run Windows 95 or 98 adequately. There’s no point in messing with anything lower than that, since P2s sell for 50 bucks a pop these days. One thing I will say: The quality of the keyboards, mice, and monitors is much more important than the computers themselves. If people are going to be typing, they need decent monitors, a good mouse, and a keyboard that doesn’t feel like oatmeal. So if you’re working with a budget, plan on spending the most on monitors and optical mice.

Adequate power outlets completely necessary

There was only one hardware failure in this lab’s three years. One computer wouldn’t run, no matter what I did. It wouldn’t even power up.

Well, speaking as someone with a decade of professional experience in sales and service of computers, I’m embarrassed to say the computer that failed wasn’t plugged in. It looked like it was plugged in. But with the electrical outlets in a mismash and the cables all over the place, it wasn’t. Why didn’t I try another power cable and discover the problem? I have no excuse.

I suspect someone needed an outlet for something–be it speakers or a hair dryer, you never know–unplugged something at random, then didn’t plug it back in when finished. Worse yet, the business end of the cable ended up in a box under the desk, so everything looked fine. The result was a computer that didn’t run for about two years. I didn’t even find the stray end of the cable until I traced several other cables.

So provide as many outlets as your breaker box can handle. Provide extras. People will bring in other things they want to plug in. Three outlets per seat (computer, monitor, and speakers) is inadequate. To be safe, plan on four.

Create system images

You’ll have to reload the system no matter what you do. Lockdown software can be counted on to break things for the innocent and at best only slow down the people who are going to circumvent it. When the goal is for people to learn how things work, they need to be at least somewhat free to experiment. So make images of a working system with all software installed. Train someone to re-image the system. Then don’t be shy about re-imaging. Do it once a week or any time something goes wrong with a computer. If you can’t afford Norton Ghost or PowerQuest DriveImage, a freeware alternative called Savepart exists. Use it. Come to think of it, use that, and spend the money you’d spend on Ghost or DriveImage on better keyboards or mice.

Use identical hardware

System images don’t save you much trouble if your hardware is all different. Your image probably won’t work. Use systems that are as similar as possible: same motherboard, same video card, same sound card (if not on the motherboard), same network card. Put the cards in the same slots on each machine.

Frequently you can get away with not being that careful, but trust me, you don’t want the one time in a thousand that it matters to come and bite you.

Match your hardware and operating system

Sometimes it’s not possible to use completely identical hardware. In those instances, make sure any dissimilar hardware is recognized by the OS without loading any drivers. For example, this lab has a mix of Netgear and Intel network cards. The Netgear isn’t recognized by Windows but the Intel is. So I made the image for a Netgear, and when the system comes up with an Intel, it handles the situation gracefully.

Do the same thing for the sound cards and video cards.

Don’t ask too much of your systems

Yes, Windows XP will install and boot on a Pentium II with 64 MB of RAM. But there is absolutely no benefit to it. XP wants lots of memory and CPU power, and when it doesn’t get it, it’s a slow pig. Realistically, a P2 with 64 megs ought to be running Windows 98. Don’t even try 2000 or XP unless you have P3s faster than 500 MHz with 256 MB of RAM.

While there are subtle differences between versions, for the most part Windows is Windows. If someone can use Windows 98 and Office 97, it’s easy to adjust to the current versions. Don’t be afraid of running back-level versions.

Get discounted charity/educational software

You don’t have to pay $200 for Windows and $500 for Office to build a computer lab for a charity. I don’t know what charity or educational prices are right now, but it’s a fraction of that. The rule of thumb is this: If you don’t pay sales tax, you don’t have to pay full price for software either.

Most computer stores can get you information on charity pricing. Support your local computer store. You might need it someday. Who knows–the owner may be able to get you a line on some things you need.

And if worse comes to worse, run Linux. That was my original plan, but Pastor Schmidtke wanted to use what local businesses were using. That’s a better plan, but if you can’t afford software, Linux works nicely and is more than adequate for things like word processing and web browsing.

Just do it. That’s about all else I can say. The lab in your head isn’t doing anyone a bit of good. If it’s worth doing, it’s worth doing badly. If you’ve got a vision for this, get what you can to get the lab up and running. You can always come back and add newer or more computers later.

Save your computer–lose the screen saver

A mailing list I subscribe to reminded me of some good advice I haven’t repeated in a very long time. Someone recommended a favorite screen saver, and then someone else chimed in, warning that nothing stops a screen saver, or any other free program, from being infested with spyware and other undesirable things.

The only screen saver I’ve been using for the past 12 years has been Blank Screen (or its equivalent–12 years ago I wasn’t running Windows). Why? Because every other screen saver does more harm than good, that’s why.

The idea behind screen savers is to keep an image that’s been displayed a long time from becoming permanently etched into your monitor’s phosphors. English, please? We have a monitor at work that permanently says “It is now safe to shut down your computer” because the person who used to use that monitor wouldn’t turn it off at the end of the day when she left. This was the result of displaying that screen repeatedly for 16 hours a day during the week and for 60+ hours every weekend.

Modern monitors make screen burn much more rare than it used to be, but they are still vulnerable to extreme abuse like I just mentioned. Monitors used to burn much more quickly, but these days I’ve inadvertently left a monitor on overnight displaying the same thing with no ill effects.

The idea behind a screensaver is to display some moving object to keep your e-mail screen from getting burned in. Nice idea, but unnecessary in an age when you can leave the same image on the screen unchanged for 8 hours without harm. The other problem is that many screensavers are poorly written, either intentionally or inadvertently causing harm to the system. I can’t tell you how many times I solved an intermittent computer problem just by changing the screen saver to blank screen. Some screensavers do crash the system.

Plus, what your monitor really needs to be doing during its idle periods is resting. Some screensavers can cause your monitor’s phosphors to age prematurely, causing odd (and annoying) visual effects if they wear it unevenly, or, if they wear it evenly, they cause you to have to crank the brightness on your monitor up all the way in order to see the picture.

Displaying bright, fast-moving graphics is harder on the monitor than just displaying a static screen.

Set your screen saver to blank screen, with a timeout interval of 30 minutes, and you’ll actually do your monitor some good. And who doesn’t want increased monitor life expectancy? A good monitor can outlive three computers. As an added bonus, displaying just a blank screen cuts the monitor’s power consumption as well.

Some might say a computer set up this way lacks personality. Maybe it does. So spend the money you didn’t have to spend on a new monitor on some pretty pictures and other doodads to spice up the space around your monitor. A cool toy always gets more attention than even the best screen saver.