Obtaining computer hardware and software

Hardware

There are four ways of buying a computer:

1. Purchasing from a computer dealer or IT specialist a package that includes the equipment, installation and after-sales support. Sometimes more costly than direct from a manufacturer, but a good option if technical expertise in your organisation is limited or your IT is complicated. Advice with choosing the right system, help installing a new network, database or email system and expert ongoing maintenance will assist in avoiding problems.
2. Direct from the manufacturer or mail-order company by phone or via the Internet. This is quick and cheap, but only useful if you are absolutely certain of what you want. After-sales support is usually by phone only and limited.
3. Going to a retail shop will generally cost more than other options, and after-sales service is unlikely to meet the needs of a community organisation, as the main market for retail outlets is usually home users rather than businesses.
4. Leasing equipment has various advantages, including being able to trade in for a different model if your needs change, and payment terms that fit within your operating rather than capital budget. However, it may be a more costly option in some instances.

If you are on a restricted IT budget and do not need a really up-to-date model, you may want to consider a second-hand computer. The Microsoft Authorised Refurbisher  [6] Program provides free and low-cost second-hand computers (PCs) with a Windows operating system to community organisations. For information about eligibility, go to
http://www.microsoft.com/australia/corporateaffairs/default.mspx [7]

Prices in the computer market change rapidly, and major direct suppliers of well-known brands will offer competitive rates. You need to check the details of equipment you are considering (specifications) in order to be able to compare different brands. Check the technology being used in the equipment, as cheaper models may use older or cheaper technology and will be less useful and last less time than a more-expensive model.

A computer specifications checklist

If your budget is not severely restricted, then invest in the best system you can afford so that it will last and be adaptable to your changing needs. The current minimum suggested specification (June 2007) is:

The speed of the computer: 3.0 GHz P4 processor

The two main options are Intel (Celeron and the faster Pentium 4) and AMD (Duron and the faster Athlon).

Memory: 1 GB

This amount of memory will enable you to run more than one software application at a time and switch between them.

Hard disk space: 80 GB

This amount of space for storing information will ensure you dont run out, but 40 GB may be enough too.

Floppy disk drive: 1.44 MB

Only get one of these if you still need to access data on floppy disks.

CD or DVD drive: 16x DVD+/-RW

A DVD RW drive is most useful because it can read both CDs and DVDs, and make copies on CD or DVD for backups.

Modem and network card: 56 K

A data/fax modem is necessary for dial-up Internet connection and faxes, and you need a network card for broadband Internet access.

Operating system software: Windows XP professional (Service Pack 2)

The cheaper version of Windows XP called Home Edition is not advisable for organisations wanting to network with more than one PC.

Monitor: 17-inch TFT flat screen

The quality of the screen will be directly related to its price.

Speakers

Speakers are built into the monitor or come in separate units, and are essential for multimedia applications and voice-recognition systems.

Software

Free software

If your IT budget is restricted, your organisation may want to investigate options for donations and free downloads before buying new software through your hardware supplier, online suppliers or retailers.

Unlimited Potential Donated Software Program:

http://www.microsoft.com/australia/corpaffairs/corpcit/community/sdp.mspx [8]

For a small administrative fee, not-for-profit community organisations with tax-free exemption may apply, for example, for a donation of Microsoft Office programs (Word, Excel, Outlook, PowerPoint as well as Publisher and Access). The online ordering system is administered by a non-profit organisation, Donortec.

Free downloads

Copies of software applications are available from the Internet at no charge. Not all software available in this way is reliable or trustworthy. Try the following websites for free products that can be expected to be reliable:

• http://download.cnet.com/windows/ [9]
• http://www.microsoft.com/en-us/download/default.aspx [10]
• www.freewarefiles.com [11]
• www.theopencd.org [12]

Adobe Reader: Adobe Reader is required for opening Portable Document Files (PDF). Download it free at:

http://get.adobe.com/reader/ [13]

Open Source software:

Open Source is free software that people with a good understanding of computer systems can modify freely, using publicly available source codes. Linux is the best-known example. Others include FreeBSD, Perl, PHP, MySQL, Apache, SendMail, PostgreSQL, ZOPE. In total there are around 70,000 more packages. For more information, go to http://www.osia.net.au [14]

Internet access

Broadband costs and information about availability for all providers across Australia can be found at http://bc.whirlpool.net.au [15]

Website accessibility

Accessibility for people with a disability applies as much to the design and provision of information resources as to public spaces and services. Check the accessibility of your website for people with sight, hearing, physical, cognitive and literacy disabilities at Vision Australia [16]

Information in this Info sheet is current as at June 2007.