Identifying Your Required Hardware

April 13, 2006

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The physical equipment that comprises a computer system represents the system's "hardware." The basic hardware components of any computer are the central processing unit, a monitor, a keyboard, disk and hard drives, and a printer. Other common business components include CD-ROM and DVD drives, modems, and scanners.

Which of these components you'll actually need will depend largely on the types of software programs you choose to run and the types of tasks you want to accomplish.

Central Processing Unit (CPU) — the CPU controls the speed at which the computer processes information. The primary factor in this speed is the CPU's processing chip. For a given type of chip, a higher gigahertz (GHz) value will equate to greater speed. For example, a 2.0 GHz Pentium system will generally be faster than a 1.2 GHz Pentium system. Another important factor in a computer's speed is the amount of its random access memory (RAM). RAM, which is measured in megabytes (MB), is where your computer temporarily stores information being used by programs it's currently running. To effectively run new software applications, you really need a computer with at least 512MB of RAM, although having 1024MB or more is quickly becoming preferable.
Monitor — this is the television-type screen at which you'll be staring for countless hours as you do your work. As you compare monitors, you'll run across references to screen size, refresh rates (represents how often the computer "redraws" the screen), dot pitch (the distance between the dots that make up the screen), and other strange terms. The key is to find a monitor that you can read without undue eyestrain. The size of the monitor is also important. The larger the monitor, the easier it is to read. And the ultra thin flat screen monitors are slick, albeit still somewhat pricey.
Keyboard — as is the case with the monitor, the key issue in comparing keyboards is your comfort in using them. Ergonomic keyboards that place the keys in what is believed to be a more natural alignment for your fingers to access are available. A supplement to the keyboard for entering work and executing commands is the mouse. These also come in various styles, so you should look for one that's comfortable and easy to use. You can choose a wireless keyboard and mouse and avoid all those cords and cables.
Disk drives — a computer uses various kinds of drives to read information from and store information. Drives used to come in 51/4" and 31/2" sizes, but they have been consigned to the technological graveyard because of CDs and DVDs.
Hard drives — the hard drive is where your computer stores programs and other information on a somewhat permanent basis. The amount of available space is measured in gigabytes. With software applications continuing to grow in size, you're usually best off getting as large a hard drive as you can afford. In fact, you probably should avoid starting out with a hard drive of less than 80 GB.
Printers — your options for a printer range from rather slow and inexpensive (inkjet printers) to fast and more expensive (laser printers). In comparing the costs of different printers, it's important to look beyond just the initial purchase price. For example, if a particular printer requires special paper, find out how much that paper costs. Also consider how much it will cost to replace the printer's ink supply and how frequently you'll be incurring that cost. Apart from cost and features (including the ability to print in color; the ability to print on different paper sizes; the ability to print checks, labels, envelopes, photos and other special documents, etc.), an important factor in deciding what type of printer your business needs is who will be seeing the documents you print out. For example, if your business calls for sending computer-generated materials to customers, suppliers, or creditors, then you'll probably want a high quality color printer.
CD-ROM and DVD drives — a CD-ROM drive runs applications and retrieves information stored on compact discs, which are capable of holding large quantities of data. Some CD-ROM drives are also able to store information to CDs. Ideally it's nice to have a CD-ROM with RW (read and write) capabilities. If you will be keeping financial or other records that must be retained in electronic format, some sort of backup should be used to safeguard your information. You can use your CD-ROM drive as a tool for backing up the computer's hard drive. But CD-Rom is going the way of floppies since DVDs have arrived. If you can afford it you'd be best to get a high quality DVD drive.
Modems and Broadband — a modem is the device that enables your computer to communicate with other computers over the telephone lines and to ride the information superhighway. With most modems currently on the market, you can also use your computer to send and receive computer documents by fax. In shopping for a modem, the main feature to look for is its transmission rate (56K bps is good), because that determines how quickly a file can be transmitted and how long your phone line will be tied up. Higher transmission speed alternatives other than regular phone lines are offered by telephone (DSL) companies and cable modem companies. These "broadband" alternatives are certainly preferable if you can afford them and if they are available in your area.
Scanners — a scanner is used to quickly input an existing written document or photograph into your computer. The scanner converts the item into a digital file that you can then edit or manipulate. If you think you need a scanner, be sure to "try before you buy." Check out the quality of the scanned image and confirm that the corresponding file is in a format that's compatible with your existing software applications that may use it.

Of course, merely identifying which of the above items you really need leaves you short of having an actual system on your desk. You still have to go out and get it. Fortunately, we do have some suggestions to help you with that process.