Software that makes computers easier to use; CPAs should find this list of utilities helpful for all tasks performed on hardware.Computers are complex machines, often challenging even knowledgeable users. In response, software companies have developed a wide assortment of inexpensive software tools, called utilities, designed to make computers easier and safer to operate and more productive. Utility software programs do a variety of important chore. Some ferret out and solve hardware and software problems. Others make loading application programs easy. Still others simplify the cumbersome job of moving or copying files from one directory to another. Some speed up and automate data backups or retrieve lost documents. A handful even secure a computer against unauthorized people or simply restrict people from gaining access to a specified set of files. This article describes the various types of utilities that accountants might find useful when working on their own computers or on clients' systems. Many of the program perform several utility functions; thus they are listed in more than one function category. All of the programs included in this article are available from local software retailers or through software mail-order companies. MANAGING FILES AND PROGRAMS DOS shells are one of the most popular utilities. They are called shells because they provide a separation from the disk operating system See DOS. 1. (operating system) Disk Operating System - (DOS) The original disk operating system from IBM. DOS was the low-end OS of choice on the IBM 360, the high-end system was called just "OS". (DOS), the complex software that every computer needs to function. Because DOS shells all come with a simple menu to call up programs or to perform file and disk management, the user never has to ideal with DOS directly. With most shells, a simple keystroke key·stroke n. A stroke of a key, as on a word processor. key  stroke or a mouse click triggers an order; under DOS, on the other hand, a batch of keystrokes would be required to evoke a command. Loading a DOS shell for the first time is easy because the installation process usually is automatic. Equally easy is customizing the menu of application programs to a user's needs. Available products: Automenu, DOS 5, DR DOS, File Director, Magellan, Norton Commander
HARDWARE DIAGNOSTICS Occasionally accountants need to know what hardware components are inside a computer without actually removing the cover. This information is very important when installing additional hardware, such as tape backups or network cards or when an application program reports that it is out of memory. A hardware diagnostic utility can provide a report on an assortment of technical details, offering recommended solutions to hardware and memory problems. In addition, these programs can run series of diagnostics, checking that the hardware and software are in good working order. As a result, they often provide an early warning of an impending im·pend intr.v. im·pend·ed, im·pend·ing, im·pends 1. To be about to occur: Her retirement is impending. 2. failure. Available products: CheckIt, Disk Technician Pro, System Sleuth. RECOVERING LOST DATA Few computer accidents are more upsetting then an unintentionally erased file. Several utilities are effective in fully restoring such files. In some cases, utilities can recover a file even after an accidental hard disk format, which is a programming step that first clears the hard disk's magnetic surface and then prepares it to receive new data. Formats usually are done only when a disk is new, but a keystroke error in DOS can wipe a hard disk clean. Most file-recovery utilities also can evaluate both the physical and data integrity of a disk without disturbing data already on the disk. In some cases, they can even reformat (1) To change the record layout of a file or database. (2) To initialize a disk over again. the disk without disturbing the existing data. And under some circumstances, they can repair an unbootable (defective) disk so that all the data it contains can be recovered. But sometimes users not only want to erase a file but also want to be sure no one can recover it. Just as paper files can be shredded shred n. 1. A long irregular strip that is cut or torn off. 2. A small amount; a particle: not a shred of evidence. tr.v. for confidentiality, so can some utilities provide certainty that erased electronic files cannot be reconstructed. This may be especially important before selling a computer Available products: DOS 5, DR DOS, Norton Utilities Widely used utility programs for Windows and Macintosh from Symantec. Used to fix problems and fine tune the machine, they include functions to restore deleted files, diagnose the disk for corrupted data, defragment the disk and clean up and track changes to the Registry. , Mace utilities, PC Tools. BOOSTING COMPUTER SPEED Disk caches improve the data transfer rate, or the rate at which data from the hard disk are routed into the processor. Such utilities often are more effective, although much less expensive, than a new disk drive. A cache program reads frequently used information from the hard disk and stores it in random access memory (RAM). Since data in RAM can be accessed more swiftly than data in the hard disk, a computer with a cache operates strikingly faster. Available products: DOS 5, DR DOS, PC Tools, Super PC-Kwik. DISK OPTIMIZERS Sometimes computer performance can be significantly improved by simply rearranging the way data are stored on the hard disk, a job that is performed by disk-optimizing utilities. Data are first recorded sequentially, in logically adjacent clusters. As new files are written to disk and files updated with new and amended data, the new and altered clusters are recorded in the next available free space on the disk--and that often is far from the original file. Such separation of related data is called fragmentation. It's the physical separation, and the need for the computer to gather it all together when it's requested, that slows an operation. Disk optimizers rearrange re·ar·range tr.v. re·ar·ranged, re·ar·rang·ing, re·ar·rang·es To change the arrangement of. re the data so all relevant clusters are contiguous; the computer then finds the data more quickly. One product, SpinRite, goes further. When computer hard disks are initially formatted, the computer identifies bad spots on the surface of the disk and refuses to store data on those places. But often the computer is mistaken. SpinRite is able to determine such errors and will let the computer use those places and even, in some instances, repair a bad spot on a disk. In addition, the utility tunes and aligns some mechanical components of the disk drive so the computer operates faster and is less prone to problems. Available products: FastTrax, Norton Utilities, Mace Utilities, PC-Kwik Power Disk, PC Tools, SpinRite. FILE COMPRESSION See data compression. (algorithm) file compression - The compression of data in a file, usually to reduce storage requirements. Over time, even large hard disks become croweded. That's when a user must decide whether to clean out the least important programs and files or get a larger disk. Another alternative is to use a file-compression utility that squeezes files into a fraction of their original space. In file compression, any empty space between the bits of data are eliminated and repeated data are coded so redundancies can be eliminated. This type of utility is particularly effective for storing or archiving spreadsheet and database files, which typically require a lot of space. One disadvantage of using compressed files is a loss of speed: Each time a file is called up, it must be decompressed before use. However, some programs do this so quickly the user is hardly aware of the process. It helps, too, if the computer is an especially fast model. There is also a slight danger when files are compressed and decompressed (also called zipping and unzipping): In some instances, a few bytes of data may be altered or lost, which is why it's always prudent to keep an unzipped copy of the original data on a floppy disk. Available products: PKZip, Stacker. PASSWORD PROTECTION Computer information can be easily encoded, making it unreadable without the proper cipher cipher: see cryptography. (1) The core algorithm used to encrypt data. A cipher transforms regular data (plaintext) into a coded set of data (ciphertext) that is not reversible without a key. to decode (1) To convert coded data back into its original form. Contrast with encode. (2) Same as decrypt. See cryptography. (cryptography) decode - To apply decryption. it. Encryption software Encryption software is software whose main task is encryption and decryption of data, usually in the form of files on hard drives and removable media, email messages, or in the form of packets sent over computer networks. uses a mathematical formula, or algorithm, derived from the password the user selects. Even if unauthorized people have the encryption program, it does them no good without the secret user-supplied password. For safety's sake, it's important to make an unencrypted backup of a file and store the copy separately in case the algorithm is lost or the translation fails. Another solution is password protection. Programs are available that provide various levels of security. Password protection sometimes is available in menu programs, DOS shell programs or individual application programs. Available products: Code Name: Password, DiskLock, DR DOS, FastLock, Norton Utilities, PC Tools. PRINTER HELP When printing a long document, a user typically has to wait until the job is complete before being able to use the computer fully. That's because much of the available memory is being used to print. Print spoolers solve that problem. The data to be printed are stored on a special hard disk file or in unused RAM and fed to the printer in bursts as needed as needed prn. See prn order. , freeing the rest of the computer for other operations. Most network operating systems An operating system that is designed for network use. Normally, it is a complete operating system with file, task and job management; however, with some earlier products, it was a separate component that ran under the OS; for example, LAN Server required OS/2, and LANtastic required DOS. contain a print spooler. Available product: PrintCache. DATA BACKUP Computer users should always back up files to ensure against data loss. But DOS's backup program Software that copies data from a single machine or from selected computers in a network to a secondary storage medium. Backups can be scheduled at periodic intervals, or individual files can be automatically backed up right after they have been updated. is slow and lacks automatic features. In addition, DOS's backup program does not test for corrupted files or for damaged floppy disks as most other backup utilities do. In addition, some utilities even compress the data to save space on the backup disks. Some also format empty floppy disks during backup--a big time-saver. And many automate the process, allwoing unattended backup at a specified time. Available products: DR DOS, Fastback fast·back n. An automobile designed with a curving downward slope from roof to rear. , Norton Backup, PC Tools. VIRUS DETECTION Computer viruses are small, stealthy stealth·y adj. stealth·i·er, stealth·i·est Marked by or acting with quiet, caution, and secrecy intended to avoid notice. See Synonyms at secret. programs that cause havoc on a computer. (For more on viruses, see "Protection Against Computer Viruses," JofA, May91, page 121.) They can reside in a computer for long periods before they manifest themselves; in the meantime Adv. 1. in the meantime - during the intervening time; "meanwhile I will not think about the problem"; "meantime he was attentive to his other interests"; "in the meantime the police were notified" meantime, meanwhile , they may infect other files used in the computer. Utilities are available to detect known viruses and recover corrupted files. However, no program can detect all of them; so while utilities are helpful, they shouldn't be relied on exclusively. Available products: CheckIt, Cleanup, Norton Utilities, PC Tools, Scan. KEYBOARD MACROS Many application programs require a large number of keystrokes to evoke certain functions. A keyboard macro utility records the keystrokes for each function and codes them; the user then can call up the stored commands by typing an appropriate one-or-two-key code. Although most modern application programs contain their own macros, many old programs lack them, so the utility is especially useful to make an old program more user-friendly. Available product: Keyworks Advanced. SCREEN SAVERS Screen Savers may refer to:
Screen savers help the user to control the monitor display. Some simply blank the screen after the keyboard is not used for a designated period of time; the process prolongs the life of a screen. If a stationary image is allowed to remian on the screen day after day, it burns in, or etches, its outline into the phosphorus surface of the screen; a burned-in image resembles a continuous shadow. Many DOS shell menu programs include screen-saver options. Some users don't like screen blanking. They're afraid they may forget the machine is on. Worse, an observer may think the machine is not on and toggle To alternate back and forth between two states. toggle - To change a bit from whatever state it is in to the other state; to change from 1 to 0 or from 0 to 1. This comes from "toggle switches", such as standard light switches, though the word "toggle" actually refers to the power button, turning off the machine, which could result in data loss or even a damaged hard disk. To solve this problem, some of the more innovative screen controllers have added displays of moving images that appear on the screen after a period of time. Moving images pose no danger because they don't stay on any part of the screen long enough to burn in their images. Available products: AfterDark, Burnout Burnout Depletion of a tax shelter's benefits. In the context of mortgage backed securities it refers to the percentage of the pool that has prepaid their mortgage. , PC Tools, Pyro py·ro n. pl. py·ros Slang A person who has a compulsion to set fires; a pyromaniac. !, VGA (Video Graphics Array) The display standard for the PC. All PC display adapters support VGA, and Windows machines boot up in "VGA mode" before switching to higher resolutions. Dimmer dim·mer n. 1. A rheostat or other device used to vary the intensity of an electric light. 2. a. A parking light on a motor vehicle. b. A low beam. . SCREEN ENHANCERS These utilities allow the user to modify the number of columns and rows displayed on the screen and change screen colors and the size, shape and blink rate of the cursor. Some even allow the user to change monitor type fonts and sizes for easier reading. A few application programs include such options. The utilities are especially useful for lap-top computers because their screens are not as easy to read as desktop models. Available products: Norton Utilities, PC Tools, Ultra Vision. MEMORY MANAGERS No DOS version before DR DOS and the just-released DOS 5.0 can handle more than 640 kilobytes of RAM; that puts a severe limit on application programs. Utilities with memory managers get around that limitation: Some such utilities use strictly software techniques to fool DOS into handling a larger RAM while other utilities work together with additional hardware to expand the memory. Memory management is a very complex field. As a result, rather than try to teach users how to adjust software to maximum memory, most memory utilities not only load automatically but, after reading the configuration of the computer, also adjust themselves to prevent memory conflicts. These memory utilities also allow the computer to make optimum use of the available hardware. Available products: Above Disc, DOS 5.0, DR DOS, QEMM-386, Turbo EMS, 386MAX. Memory managers are available for memory-resident programs (those that can be evoked with a keystroke even while other programs are operating): Mark/Release, PopDrop. DATA TRANSLATIONS A computer file prepared in one application program usually can't be read by another. For example, a report prepared in WordStar isn't readable in WordPerfect or MultiMate. Some translation utilities can convert not only word processing word processing, use of a computer program or a dedicated hardware and software package to write, edit, format, and print a document. Text is most commonly entered using a keyboard similar to a typewriter's, although handwritten input (see pen-based computer) and files but also spreadsheets and databases, eliminating the need to reenter re·en·ter also re-en·ter v. re·en·tered, re·en·ter·ing, re·en·ters v.tr. 1. To enter or come in to again. 2. To record again on a list or ledger. v.intr. the data. Available products: Outside In, Software Bridge. FILE TRANSFER File transfer utilities allow the user to move or copy files from one computer to another via a cable connection. Most of the programs show a split screen, with the files of one computer on one side and the files of the second computer on the other. These utilities have become very popular with lap-top computer users who need to interface with desktop units. Available products: Brooklyn Bridge Brooklyn Bridge, vehicular suspension bridge, New York City, southernmost of the bridges across the East River, between lower Manhattan and Brooklyn; built 1869–83. The achievement of J. A. Roebling and his son W. A. Roebling, it has a span of 1,595. , Desklink, Laplink. COMBINATION UTILITIES Three programs--Norton Utilities, PC Tools and Mace Utilities--contain in one package many of the functions mentioned in this article. Although they may offer more utility power than many users need, it's convenient having them available. Users should be aware that the utilities mentioned in this article are very powerful tools. Used correctly, they can be very helpful; used incorrectly, they can cause more problems than they fix, so the manuals mutt be read thoroughly before anyone tries to use the utilities. Safety-conscious users always should back up files. In that way, if a mistake is made, at least the stored information will not be lost. EVELYN R. MICHAUD, CPA (Computer Press Association, Landing, NJ) An earlier membership organization founded in 1983 that promoted excellence in computer journalism. Its annual awards honored outstanding examples in print, broadcast and electronic media. The CPA disbanded in 2000. , CMA CMA - Concert Multithread Architecture from DEC. , is a sole practitioner in Flower Mound, Texas Flower Mound is a city in Denton County, Texas (USA). As of the 2000 census, the city population was 50,702, although the U.S. Census Bureau 2006 estimate was 63,526.[1] The name comes from a large mound located in the southern portion of the city. . She is a member of the American Institute of CPAs management advisory services advisory services advisory services provided to the public, in their capacity as owners and managers of animals, are an important part of veterinary science. They may be provided by government bureaux, by commercial companies who deal in pharmaceuticals or animals or animal computer applications subcommittee and the Texas Society of CPAs MIS planning and advisory committee. WILLIAM J. NILES, CPA, is a partner of Niles & Company, Wichita Falls, Texas Wichita Falls is a city in Wichita County, Texas, United States. As of the 2000 census, the city had a total population of 104,197. It is the principal city of the Wichita Falls Metropolitan Statistical Area, which encompasses all of Archer, Clay and Wichita counties. . He is a member of the AICPA AICPA See American Institute of Certified Public Accountants (AICPA). computer applications subcommittee and the Texas Society's MIS committee. |
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