Productivity Portfolio

For the sake of this article, we're guessing the new machine is for your use only and you're not in a corporate environment. We have nothing against sharing, but it adds a layer of complexity. Realistically, you should consider getting input from the other users before purchasing a computer.

One of our first recommendations is to inventory the programs on your current computer. This can be done before you make your purchase. You should think about which programs are of value and need to be reinstalled. While your new machine may have several hundred gigs of space, that doesn't mean you should transfer everything. This is a good time to decide what programs are essential and which files have value. Maybe you don't need to copy over all the resumes from your friends. Essential programs usually include any program that handles a specific file format. For instance, you need Microsoft Excel for .XLS files. Also, include programs you might use that offer their own file compression or encryption. If any file extensions look unfamiliar, you may be able to identify them using WhatIs.com or FILExt.

An easy way to inventory your software is to use a program like BelArc Advisor or WinAudit. Each of these free programs lists the software installed on your machine including Windows updates. These programs tend to be more complete than the listing provided by Windows control panel when you add or remove programs.

One benefit to these software listings is you can start to prioritize which programs should go on the new machine. In some instances, you may need the time to find the product installation disks, registration information or software license. This is particularly true of programs or updates you downloaded. Also, don't assume that just because the CD jewel case says program ABC, that program ABC is inside. I have many AOL cases that I've repurposed. Take the extra minute to verify each CD is in the proper place. If you have unmarked CD jewel cases, this is an opportunity to use one of the inexpensive label makers from Casio or Brother.

When reviewing your software, consider what accessories or peripherals you use with your current PC such as printers, scanners, PDAs and so on. You may find that your new machine doesn't have the same ports, Zip drives, floppy drives and so on. Many of these items have been replaced by newer technology, but that won't help you if you have the wrong cable or disk. You'll also kick yourself if you give away the old PC with the built-in Zip drive and fail to back up those disks to some other storage media.

This can also be a good time to consider how you want to set up your folders on your new PC. A structure will make it easier for you to find and backup programs in the future. As example, one of the folders we created in My Documents is called Saved Downloads. The folder includes software we've purchased online or consider essential. While we may not back up everything in My Documents, we routinely backup this folder. If you're not satisfied with your current organization structure, this is an opportunity for you to rethink how you use and find the files. As example, three years ago, I never considered podcasts. Although most of my podcasts are .mp3 files, that doesn't mean I want them in My Music folder.

Before you leave your old machine, consider your email needs. Do you know how to find all your email account names and settings? Although you can create the accounts on the new machine, you may want to bring over old email messages. What you want to avoid is jumping back and forth between computers. If you use a web mail service or IMAP, this isn't an issue. It can be problem though if you've saved every email sent and received and you have to transfer a Microsoft Outlook PST file that's approaching a gig.

Another factor to consider is location if you need to transfer files from one computer to another. This can be interesting if you're just buying the CPU and not another monitor. Think about how you plan to move files between the new and old machine. Are you going to use cables between the machines, connect to a network, use a KVM switch , commercial software package and so on? Some people also remove the hard drives from the old machine and turn them into an external drive or place them into an empty bay on the new machine. Any of these options will work, but each solution has its own requirements.

One area that has improved over the years is file migration software. These programs are designed to help you move programs, preferences and data from one machine to another. Two popular packages include Alohabob PC Relocator and Computer Associates Desktop DNA Migrator . Both products are more robust than Microsoft's free File and Transfer Wizard. Although robust, these packages may not work well in all situations. After reading through the requirements and FAQs for each package, we found out our configuration was not well suited for these programs. (Update: Microsoft purchased Alohabob)

Once you've verified everything the computer works, the fun starts. OK, I lied, but so did the salesperson who said you would want all the preinstalled software. Actually, this next step isn't fun, but a necessary annoyance that shouldn't be overlooked. Between the time your computer was built, and you opened the box, the software world changed. Your new machine may still be "state of the art", but it's most likely behind with the latest Windows Updates, anti-virus, security settings and manufacturer updates. In other words, your machine is vulnerable to the newest exploits and viruses.

The machine we recently purchased needed 24 critical files when we went to the Windows Update site and two driver updates from the manufacturer's site. There are some good articles that stress the importance of the first day update. Here are two we recommend:

While the first annoyance is a matter of timing, the second one is marketing related. Too many computers still come pre-loaded with programs you have no intention of using. No doubt, some marketing executive will tell me this is done as a convenience to buyers and the fees their company received from the software manufacturers reduced the purchase price. The point is this is a good time to remove the software you don't need.

At this stage, your new machine should be current, but have a minimum amount of software installed. This might be a good time to consider making a backup or image of the machine. Manufacturers seem to handle this differently, but if your machine has a CD or DVD burner, you probably have some pre-installed software package that can do backups or recovery CDs. Most manufacturers also provide a blank CD or DVD. It's best to experiment with this software when you don't have a lot of data on the machine. And yes, experiment means you can do a restore of the data. You also want to make sure this hardware is working as advertised. Just because you have a new machine, doesn't mean it's perfect. For instance, I needed to download software and reinstall drivers before my CD burner worked properly.

At some point after your new machine becomes your primary computer, you'll probably decide to do something with the old one. If the machine is staying in your office or family, your risk is reduced. However, many people sell or donate their PCs without taking proper steps to delete sensitive data. It's too easy for people to retrieve data from hard disks that haven't been properly scrubbed. This data may include everything from personal correspondence to financial records. Please remember that information is a type of currency. Your data could be worth a lot to the certain people.

If you plan to donate your computer, there is a nice article written by TechSoup called Ten Tips for Donating a Computer. They also link to other resources to help you find organizations that will take your old computer. There's no shortage of good organizations that need equipment.

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