IT SUPPORT SERVICE LEVEL II

Learning Guide #36

Unit of Competence : Maintain Equipment and

Consumables
Module Title : Maintaining Equipment and
Consumables
LG Code : EIS ITS2 M10 1019 L01
TTLM Code : EIS ITS2 TTLM 1019v2

LO 1: Clean Equipment
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Instruction Sheet Learning Guide #36
This learning guide is developed to provide you the necessary information regarding the following
content coverage and topics:
 Accessing and verifying Cleaning equipment
 Recording and documenting Maintenance actions
 Cleaning equipment

This guide will also assist you to attain the learning outcome stated in the cover page. Specifically,
upon completion of this Learning Guide, you will be able to:

1. Access and verify cleaning supplies for usability on the selected equipment
2. Record and document maintenance actions undertaken according to organizational
procedures
3. Clean equipment as per manufacturer specifications and in line with organizational manuals

Learning Activities
1. Read the specific objectives of this Learning Guide.
2. Read the information written in the “Information Sheets 1” in pages 3-9.
3. Accomplish the “Self-check 1” in pages 10.
4. Read the information written in the “Information Sheets 2” in page 11.
5. Accomplish the “Self-check 2” in pages 12.
6. Read the information written in the “Information Sheets 3” in page 13.
7. Accomplish the “Self-check 2” in pages 14.
8. If you earned a satisfactory evaluation proceed to “Operation Sheet 1”. However, if your rating
is unsatisfactory, see your teacher for further instructions or go back to Learning Activity # 1.
9. Perform the “Operation Sheet 1” in pages 15-17.
10. If you earned a satisfactory evaluation proceed to “Lap Test”. However, if your rating is
unsatisfactory, see your teacher for further instructions or go back to Operation Sheet.
11. Do the “LAP test” on page 18 (if you are ready) and show your output to your teacher. Your
teacher will evaluate your output either satisfactory or unsatisfactory. If unsatisfactory, your
teacher shall advice you on additional work. But if satisfactory you can proceed to Learning
Guide 37.

 Your teacher will evaluate your output either satisfactory or unsatisfactory. If

unsatisfactory, your teacher shall advice you on additional work. But if satisfactory you
can proceed to the next topic.
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Information Sheet 1 Accessing and verifying Cleaning equipment

1.1. Introduction

Maintenance

Maintenance - refers to rectifying faults and changing settings or components to

ensure that equipment continues to work effectively.

Maintenance can be:

 Routine such as when a device or its components is serviced as matter of course. Procedures
such as adding paper to the printer tray, cleaning the ink jet cartridges, aligning the print heads
or changing toner cartridges are some examples of routine maintenance.

 Non-routine such as when a device or its components are serviced to rectify a specific fault.
Procedures such as replacing a faulty floppy disk drive or adding extra RAM to a poorly
performing computer are some examples of non-routine maintenance.

 Preventative such as scheduled repair or component replacement to keep them in optimum

working condition. Procedures such as cleaning the keyboard, monitor, mouse, printers and
floppy disks are some examples of preventative maintenance.
Based on the definitions above you will appreciate how important it is to maintain the operations of
basic hardware (equipment) and replace consumables.
Hardware components may include but are not limited to:

 Personal computers

 Network systems

 Personal organizers

 Communication equipment

One of the consequences of omitting regular maintenance is to invite a build-up of dust and dirt. This
leads to problems such as:

 Keyboard keys sticking

 Mouse skipping or erratic behavior

 Printer, fax and photocopier jamming

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  Power supply failure

Routine or preventative maintenance ensures that the computer equipment will remain in good
working order thereby reducing unnecessary service calls and loss of productivity.
Maintaining your computer
Keeping your computer in the best condition does more than give you room for more files.
Unfortunately just deleting unused files isn’t enough to keep your computer happy.
With routine and simple maintenance, your computer will be faster and more reliable. Keeping your
computer in prime condition requires routine maintenance. Regular scanning and defragmenting of
your computer is good for your hard drive.

If you have a computer, you have dust. Some computers have more dust than
others; this depends on the environment. Computers used by smokers tend to
gather more dust. Fig. 1.1 Dusty Computer

The best way to keep your computer free of dust is to use a can of compressed air,
open your computer’s case, and start spraying. It is advisable to do this outdoors.
You may want to pick out any larger “clumps” before you start spraying. Doing this
once or twice a year can prolong the life of your computer. Fig. 1.2 Tool Kit

Make sure you pay special attention to various fans in the computer as these cool
it. You do not need to remove or disassemble anything. Fig. 1.3 Cleaning tools

1.2. Identifying cleaning tools and equipments

To ensure that the cleaning resources required at a critical time are available and in good condition, it
is often necessary for the information technology section to manage the ordering and storage of
cleaning materials such as:
Pressurized air duster

 Anti-static cleaner

 Cleaning cartridges

 Lint-free cloth
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  Non-streaking screen cleaner

Some maintenance activities also require the use of cleaning equipment. These may include, but are
not limited to:

 Vacuum

 Voltage meter

 Maintenance kit for laser printer

 Brush

Whatever the nature of the maintenance to be undertaken, you first need to identify the materials
required and access them from stores according to the organization’s procedures. Accessing
cleaning materials may be a simple or complex procedure depending on the nature of the
organization. For example, many organizations use stock requisition forms which are completed by
the person needing the stock. These forms are then countersigned by the supervisor and passed
over to the storekeeper, who will arrange for the items to be taken from the storeroom.
Your responsibility is to find out the procedures that you are expected to follow.
Some of the important and mostly used computer components and peripherals cleaning equipments
are briefly elaborated as follows:
 Liquid Cleaning Compounds

Before using any liquid cleaning compound make sure that your computer is turned off. If
the PC has power when you use liquid cleaners, you run the risk of damaging or shorting
out your components, which is an expensive risk to take. Also make sun that the
component you have cleaned with a liquid cleaner is thoroughly dry before turning your
computer back on!

Fig. 1.4 Electronic Components Cleaner

 Clean or Soapy Water and a Damp Cloth

In some cases, you need only a bit of water and a damp cloth for cleaning chores, such as
when cleaning the mouse ball, the outside of the mouse, or the exterior of the monitor or

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 computer case. If water alone cannot do the job thoroughly, you can use mild soapy water
on your damp cloth. Make sure that the cloth is damp and not wet and that you do not
splash or drip water into your components.
If the keys on your keyboard start to stick or you have spilled a cup of coffee into your
keyboard, or, for that matter, you just know that there is a lot of dirt under the keys, you can
clean the keyboard with distilled water.

 Denatured Alcohol

The best thing to use for cleaning floppy drive heads, motherboard, and other internal
components of computers and other equipments such as printers, is denatured alcohol
(methylated spirits). But how do you get it in there? You can't just pour it in! You need to
use a lint free swab dipped in the alcohol to clean the floppy drive heads, or you can
purchase a floppy drive cleaning kit, which almost always comes complete with denatured
alcohol. Don't clean the mechanical mechanism with alcohol because the parts are lubri -
cated and the alcohol will dissolve the lubricant.

Fig. 1.5 Methylated spirits

When cleaning your mouse, you can use a damp cloth to clean the cover and ball, as
mentioned earlier, but what about the rollers?
You should regularly inspect your contacts and clean them with denatured alcohol. Denatured
alcohol is the best solution for cleaning the oily residue caused by human oil secretions, and it
evaporates, leaving no residue behind.

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 Glass Cleaner

You need to turn your monitor off before cleaning to avoid damage to the screen. Many
technicians clean the monitor screen with regular glass cleaner. Under most
circumstances, however, water and a damp cloth will do the job just fine. Water is the
safest cleaning liquid you can use on a monitor. When cleaning the LCD display screen
of a laptop, do not use glass cleaner at all. You will melt the screen!

Fig. 1.6 Glass Cleaner

 Fabric Softener

Some technicians like to use a mixture of 1 part fabric softener to 10 parts water to clean the
plastic casing of their computer components. As a cleaning solution it's not as good as mild soap
and water, but as an anti-static solution it's excellent! Use it after the cleaning process to help
protect your computer from the harmful effects of static electricity.

 Cleaning Contacts and Connectors

To protect your contacts and connectors from becoming dirty, avoid touching them with your
hands. Your skin contains natural oils that can leave a residue on contacts and connectors, and
that residue needs to be cleaned off. Leaving the contacts untouched will reduce the amount of
residue and make them easier for you to clean.

 Erasers
Some technicians use an eraser to rub residue off contacts, but this leaves a residue of its own
and may actually rub the contacts right off. If you absolutely must use erasers, make sure you
use the white ones, and immediately clean any rubber residue off of the contacts. Never, ever
use pink erasers to clean contacts as these contain acids that have the potential to destroy your
contacts.

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  Non-Static Vacuums
Common household dust kills PCs. Throw in some dog and cat hair and you might as well call a
priest right now. A dust buildup can cause dreaded static and can cause your components to
overheat and become useless. When removing dust buildup from your keyboard, inside your
computer's case, and from your components, use a non-static vacuum (shown in Figure 2.1).
Many hand-held vacuums are designed specifically for use on PCs. Note that you should
definitely not use a common household vacuum cleaner. These create static electricity and can
damage your PC!

Fig. 1.7 Non-Static Vacuum

 Lint-Free Cloths
Lint-free cloths are excellent for removing dust from your computer. The cloths used for cleaning
eyeglasses work the best, because they will not scratch surfaces or leave lint behind.
Make sure you never use "dry dusting" lint-free cloths and the like for cleaning anything in or on
your computer. Cloths such as the Swiffer Sweeper do wonders for dusting those hard-to-reach
places in your house, but they use static electricity to collect the dust. As you probably know by
now, static electricity is computer enemy number one!

1.3. Precautions
Precautions are guidelines to be followed to prevent damage to equipment or injury to people. The
following are very important precautions:
 Before cleaning any electrical equipment make sure that it is switched off and unplugged from the
mains.
 Allow certain equipment, such as monitors and laser printers, to cool down and lose their
capacitance (charge) before cleaning them for at least 30minutes.
 When cleaning inside the PC, or handling parts from a PC such as hard disk or circuit boards, you
should earth yourself using antistatic wrist strap.
 Always refer to the manufactures manual before attempting to clean any equipment, because
improper cleaning or maintenance may be dangerous and also may invalidate your warranty.

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  Some equipment such as power supplies and monitors use voltages and therefore should only be
maintained by specially trained people. It could be dangerous for any one else to open these up
for maintenance.
Cleaning in an IT environment
Why clean?
Dust needs to be removed because it acts as an insulator that prevents air from circulating over or
through the components and this can cause overheating. If dust contains conductive particles it can also
cause a short circuit, which ca damage components or even cause a fire.
Removing Dust
Dust can be removed using a household vacuum cleaner with an appropriate attachment, although it is
much easier to use a purpose-built computer vacuum cleaner or keyboard cleaner.
Residue from hands
The human skin produces residues that cling to surface of the computer hardware we touch, which can
be removed with liquid cleaners. However, use only specifically designed cleaners for cleaning computer
equipment. Unsuitable cleaners may:
 cause dangerous fumes
 damage the plastics used in computer hardware
 release ozone-damaging gases
 not clean effectively

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 Self-Check 1 Written Test

Name: ____________________ Date: _________________

Instruction: Answer all the questions listed below, if you have some clarifications- feel free to ask your
teacher. Please ask your trainer for the questionnaire for this Self-Check.

Choice: Choose the correct answer

1. Cleaning your computer components and peripherals is used to:

A. Keep the components and computer in good working condition
B. keep the computers from spreading germs
C. Protect your computer’s system from viruses
D. All except C
2. It is not necessary to turn off your computer while using any liquid cleaning compound.
A. True B. False
3. Which one of the following is a cleaning tool used to remove dust buildup from your keyboard,
inside your computer's case, and from your components?
A. Non-Static Vacuum B. Eraser
B. Lint-Free Cloths D. Fabric Softener
4. Which one of the following is an important precaution?
A. Before cleaning any electrical equipment make sure that it is switched off.
B. Allow certain equipment, such as monitors and laser printers, to cool down and lose their charge
before cleaning them for at least 30 minutes.
C. When cleaning inside the PC, you should earth yourself using antistatic wrist strap.
D. Always refer to the manufactures manual before attempting to clean any equipment.
E. All
5. Using unsuitable cleaners may
A. cause dangerous fumes
B. damage the plastics used in computer hardware
C. release ozone-damaging gases
D. All

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 Information Sheet 2 Recording and documenting Maintenance actions

2.1. Access inventory systems and document events

Inventory - A record of items in stock (store). This is used to track consumables or to accurately
describe devices.

In an IT organization inventory is likely to be computerized. If you have access to those files it will be
possible for you to check the stock (store) levels to see if the cleaning materials or consumables that
you require are available. Your organization may operate one of the following systems:
 Perpetual Inventory System
This system enables the availability of the balance of stock on hand at any point in time
because a continuous record of additions to and reductions from inventory is maintained. The
perpetual inventory system can be computer based and is easier, less costly and effective for
monitoring stock.
 Periodic Inventory System
Costs of inventory used and balances on hand are computed periodically such as at the end of
a month or year. The main objective of the periodic inventory system is to determine the
quantity of stock on hand at a particular point in time.
In documenting events, be sure to:
 Record description/code of item received or issued
 Record the date and quantity received and issued
 Record/calculate the balance e.g. opening inventory + receipts – issues = closing inventory
 Count stock (physical inventory) and compare with inventory records
 Record adjustments to correct inventory records
 Prepare reports to summarize inventory balances
 Submit reports to management as required
NOTE: These are just guidelines. The rule of thumb is to follow organizational procedures.

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 Self-Check 2 Written Test

Name: ____________________ Date: _________________

Instruction: Answer all the questions listed below, if you have some clarifications- feel free to ask your
teacher. Please ask your trainer for the questionnaire for this Self-Check.

Choice: Choose the correct answer

1. A file that enables you to check the stock (store) levels to see if the cleaning materials or
consumables that you require are available:
A. Inventory B. Any excel file C. Schedule D. All
2. In the case of ________________ inventory system, costs of inventory used and balances on
hand are computed periodically such as at the end of a month or year.
A. Perpetual B. Periodic C. Random D. None
3. Which one of the following is true about Inventory System?
A. It is used to check if equipments are available
B. It is used to determine the quantity of stock on hand at a particular point in time.
C. Perpetual inventory system can be computer based and is easier, less costly and effective for
monitoring stock.
D. All
4. In documenting events in to an inventory file, you need to be sure that you include:
A. Description/code of item received or issued
B. The date and quantity received and issued
C. Adjustments to correct inventory records
D. All

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 Information Sheet 3 Cleaning peripherals as recommended by manual

3.1. Cleaning peripherals as recommended by manual

Cleaning keyboards, discs, screens and other peripherals is a standard housekeeping function; and
guidelines or instructions are usually included with the operational and technical manuals for each
piece of equipment. The manual also recommends a maintenance schedule and a failure to follow
this recommendation runs the risk of system malfunction. This can be detrimental to all concerned.
Peripherals that require cleaning include:
• Printers
• Scanners
• Tape cartridges
• Multimedia kits
• Keyboard
• Speakers
• Mouse
• Touch Pad
Computer equipment is sold with manuals that advise the purchaser about maintenance. Therefore,
your first point of reference when cleaning discs/peripherals is the manual. Nevertheless, here are
some common recommendations for cleaning discs/peripherals:
 Keyboard. Turn it upside down and gently tap the bottom
 Monitors. Use a damp cloth
 Mouse. Turn upside down, remove the panel, and clean the tracking ball and the rollers inside.
If you have a laser make sure that the light is clear, free of dirt or blockage.
 Printers. Clear out paper jams, change cartridges and clean. Most printers have a print head
cleaning function or you can use a print head cleaning kit.

NOTE: Make sure that you read the manufacturer's instructions before you perform any maintenance
and that you follow your organization’s procedures. This will safeguard against loss and damage to
equipment due to inappropriate use of cleaning fluid or methods.

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 Self-Check 3 Written Test

Name: ____________________ Date: _________________

Instruction: Answer all the questions listed below, if you have some clarifications- feel free to ask
your teacher.
Please ask your trainer for the questionnaire for this Self-Check.

Choice: Choose the correct answer

1. It is not necessary to read the manufacturer's instructions before you perform any maintenance
A. True B. False
2. Your first point of reference when cleaning discs/peripherals is the _______________.
A. Manufacturer’s Manual B. Record book C. Internet D. None
3. Which of the following peripheral is cleaned by turning it upside down and gently taping the
bottom?
A. Mouse B. Printer C. Keyboard D. Monitor
4. Which of the following peripheral is cleaned by using a damp cloth?
A. Mouse B. Printer C. Keyboard D. Monitor

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 Operation Sheet 1 Cleaning Peripherals

1.1. Monitors
Carefully clean dust away from the vents in the monitor's enclosure using a vacuum cleaner. Anything
other than a vacuum cleaner (e.g. a rag or air blower) is likely to push the dust inside the enclosure where
it can lie on electrical components, causing failure. You should clean the glass screen with one of the
cleaners described previously.
If you use a spray to clean a monitor you should be careful to spray the wipe.
Steps to follow:
 STEP 1: Ensure that you have the supplies that you need: non streaking window cleaner, soft clot,
duster and a dust mask if you're allergic to dust.
 STEP 2: Check the manual. If the manufacturer has provided specific instructions, follow them.
 STEP 3: Shut down the computer and ensure the power is off at the wall.
 STEP 4: Use the duster to dust around the outside of the monitor at the back and the sides.
 STEP 5: Spray the window cleaner onto the cloth and wipe over the monitor. This is alright to do
with LCD screens too.
 STEP 6: make sure the screen is wiped dry afterwards.
 STEP 7: turn power back on.
1.2. Printers
You will get the greatest benefit from cleaning a printer if you can remove any dust from the paths of
moving parts. To do this you may need to remove covers or paper trays.
However, at all times refer to the printer manual. It will contain the instructions for removing parts and may
even have some tips on cleaning. Do not use any liquid cleaner on a printer unless the manufacturer
recommends it.
Laser Printers
To clean laser printers:
 Switch off and unplug the printer, and wait at least 30 minutes for it to cool.
 Wear disposable plastics gloves.
 Clean the outer casing of the printer using a dampened paper towel or a lint-free cloth with a little
detergent on it.
 Check for, and remove any loose bits of paper.
 Vacuum inside the printer using a static-safe vacuum cleaner.

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  Use a lint-free swab dipped in isopropyl alcohol to clean the corona wire.
1.3. Keyboards
The keyboard tends to not only accumulate a lot of dust and skin residue but also some hair and lint form
clothing. Loose matter can generally be removed with the vacuum cleaner.
Follow the following steps to clean a keyboard:
 STEP 1: Ensure that you have the supplies that you need: compressed air (in an aerosol can); a
soft rag, any nonabrasive household cleaning fluid suitable for cleaning plastic; and a dust mask if
you're allergic to dust.
 STEP 2: Check the manual. If the manufacturer has provided specific instructions, follow them.
Generally speaking cleaning keyboards is reasonably straight forwards so this should not be an
issue.
 STEP 3: Shut down the computer.
 STEP 4: Disconnect the keyboard.
 STEP 5: Use compressed air to clean between the keys. Spray at an angle to dislodge dust and
grime.
 STEP 6: Shake loose dust gently out of the keyboard.
 STEP 7: If using aerosol cleaning fluid, follow the manufacturer's instructions. Otherwise, spray a
small amount of fluid onto a rag.
OPTIONAL: If they keyboard is not working right the keys can be gently prized off and excessive
amounts of dust or dried sticky liquid has probably dried and formed a residue which is preventing
the keyboard from working properly. Clean the keyboard with a damp cloth and detergent and let it
dry before reconnecting. (may take up to 72 hours)
 STEP 8: Wipe the keys and chassis. The keys can be cleaned with a damp cloth and detergent. A
small brush can be used to dust between the keys.
 STEP 9: Wait until the keyboard is dry before reconnecting it to the computer.
 STEP 10: Reconnect the keyboard and restart the computer.
1.4. Mouse
The mouse tends to accumulate a mixture of dust and skin residue from the surface it rolls on. Therefore
to properly clean the mouse you should follow the following steps:
 STEP 1: Shut down the computer.
 STEP 2: Check the manual. If the manufacturer has provided specific instructions, follow them.
 STEP 3: Disconnect the mouse.

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  STEP 4: Turn the mouse upside down and remove ball-cover ring by turning it in the
direction shown which is generally counterclockwise. If it does not have a cover you can
generally remove a screw and open the mouse up.
 STEP 6: Remove the ball.
 STEP 7: Rinse the ball with warm water.
 STEP 8: Use a cotton bud covered with isopropyl alcohol to remove dust.
 STEP 9: Carefully scrape the three rollers with a small hard object such as a small
jewelers screw driver, tweezers or even a paper clip to remove gunk. Some say to use a
toothpick but the trouble is they break and can leave debris which may interfere with the
operation of the mouse.
 STEP 10: Clean rollers with a swab dipped in alcohol.
 STEP 11: Reassemble mouse when all the parts are dry.
 STEP 12: Reconnect the mouse to your computer.
1.5. Scanners and photocopiers
The glass top flatbed scanners, like those of monitors and photocopiers, can get pretty dirty with finger
marks. Usually you would use a lint-free cloth dabbed with whatever chemical the manufacture
recommends to wipe it clean.
1.6. Power Supplies
Maintenance for the power supply to PCs includes:
 Vacuuming dust from the vent holes
 Checking that the cables coming out of them are not damaged or broken
 Checking that the power socket is clear of dust and dirt
1.7. CD/DVD Drive
To clean a CD or DVD you will require a lint free cloth and solution. You will need to gently wipe from the
centre out.

 CD/DVD drives are cleaned using a special disk soaked with a solvent.

 The disk is placed into the drive.

 The drive will try to access the cleaning disk and will eventually give an error message.

 You will need to do this 3 times.

 Allow the drive to stand a while for any solvent to dry before using it.

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 Lap Test Practical Demonstration

Name: _____________________________ Date: ________________

Time started: ________________________ Time finished: ________________

Instructions: You are required to perform the following individually with the presence of your
teacher.
Please ask your trainer for the instructions for this lap test.

Activity 1: Documentation
1. Use Microsoft Word to create the table which will contain the following:
 Record description/code of item received or issued (Item Code)
 Record the date and quantity received and issued (Date)
 Inventory balances (In Stock/Store)
 Cleaned by
2. Save the document as Maintenance Documentation Template
3. Print the document (a blank table)
4. This document will be used to keep a record of each task you complete in the remaining activities.
Complete the table by hand as you complete each task.
5. Once the table is full, type your hand written information into the document
6. Print the completed document and save as Maintenance Documentation for Your Name

Activity 2: Clean your Computer

1. Complete Operation Sheet 1 step by step to clean your computer, monitor, mouse and
keyboard.
2. Update your personal Maintenance Documentation as you go (see Activity 1 above)
3. Get your work marked (ask for the teacher) immediately after you have finished to demonstrate
your competence in this task.

 Your teacher will evaluate your output either satisfactory or unsatisfactory. If unsatisfactory,
your trainer shall advice you on additional work. But if satisfactory, you can proceed to the next
topic.
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