Sample Monthly Maintenance Checklist

Client:

Date: __________

Technician: __________

Contact: John Dewey

916-555-1010

Checklist updated: October 24, 2012

--> Check each box only after it is done.

- If an item cannot be done, circle it and write a note to explain.
- If an item does not apply, put an X in the box and write a note to explain.
- If an item needs to be updated, deleted, etc. put edit notes in the left page border and an
arrow to the item.

1) Client Check In and Monthly Single*

- Check with the client contact for any new or outstanding issues and enter them in the
“Issues” section of this checklist. (Last page)
- Check PSA (e.g., Connectwise, Autotask, PacketTrap) for all outstanding Service Requests
that are Not assigned to Back Office.
Print out a prioritized list if necessary.
- Print out the Monthly Single for this month and attach it to this monthly maintenance
checklist.
- Complete all steps detailed in the Monthly Single before continuing on unless specifically
noted otherwise in the Monthly Single.

2) Primary Domain Controller/SBS Server Status and Health

- Make a time stamp entry for the Monthly Maintenance in the Network Documentation
Binder Tech Notes.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
made this entry in the NDB.**
- Check Windows Event Logs: System, Security, etc. (Record significant errors in Tech
Notes)
- Investigate significant findings from the Event Logs and if necessary add them to the
“Issues” section.
- Print out the Tech Notes file and put it into the Network Documentation Binder.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
printed,stapled, punched and put the notes into the NDB.
- (with older Exchange servers) Check incoming and outgoing messages in the Exchange
queue to verify there are no spam issues.
- Check system drive space availability.
- - C: = _____ Used / _____ Free out of _____ GB
- - D: = _____ Used / _____ Free out of _____ GB

- Check system drive fragmentation status.

- Analysis on C: _____ Setting changes / Problems (if any):
_______________________________
- Analysis on D: _____ Setting changes / Problems (if any):
_______________________________

- If any drive is over 1.25 fragmented, schedule a one-time defragmentation of that drive
for 5:00 pm.
- For any system requiring defragmentation, create an SR to check on the status of the
defragmentation.
Note: Set the required date of the SR to be the next business days
- Check UPS logs, UPS run time and if required run any UPS maintenance.
- Update the Network Documentation Binder Tech Notes with relevant information from this
section.
- Note all unresolved problems from this section in the “Issues” section.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
made these entries in the NDB.

3) System Backup
- Check the Backup Exec Job Monitor and Alerts sections, evaluate and clean up as needed.
- Record the number of good backups in the last 30 days: _______ - Note: 20 successful is
ideal.
- Identify the oldest tape(s) in rotation that are indicated to contain a successful backup
since the last day of the previous month.
- Verify that each full server OS backup contained in the target backup set has the complete
System State for that server.
- Verify backup of critical OS files, Data files and Exchange Mailboxes by restoring the
following items;
- - %System root%\repair directory
- - C:\Program Files\Veritas\backup Exec\NT\Catalogs directory
- - A sample of files from the clients data directory
Note: All data is redirected to temp\Backup Test

- Select mailbox items from any active user

Note: All email is redirected to Administrator
- Log into the Administrator email account and verify the emails targeted for restore were in
fact restored.
- Clean up the Administrator's inbox by moving important company info to the “Keep This”
folder in the Inbox and deleting all useless items.
- Move the media going off site for the End-of-Month Backup to the Retired Media set.
- If performing the Monthly remotely, perform an Eject Tape function now.
- Verify that the End-of-Month Tape(s) have been write protected.
- Record the tapes going off site here: _______________________
- Record the number of [tape format and size] Backup Tapes available: _________
- If there are fewer than 6 tapes available (12 for a two tape scheme, etc.) include this
information in the Monthly Maintenance Follow Up Email.
- Verify the tape drive has been cleaned – Three times for a DAT and once for DLT or SLR.
Note: When performing the Monthly Maintenance remotely have the on site contact perform
the operation and verify they have marked the tape for the number of uses.
- Cleaning cartridge needed Y / N
- If a Cleaning Cartridge is needed, include this information in the Monthly Maintenance
Follow Up Email.
- If there is an SR to deliver and label a box of tapes and or a cleaning cartridge, perform
the work necessary to complete that SR now.
Note: Be certain to enter the product into the SR immediately.
- Verify the Backup Log has been updated with notes on:
- - Tape cleaning
- - Restore verification
- - End-of-Month tape(s) going off site
- Update the Network Documentation Binder Tech Notes with other relevant information
from this section.
- Note all unresolved problems from this section in the “Issues” section.

4) Primary Server Anti-Virus / Anti-Spyware / Spam Filter

- Verify that the Anti-Virus client on the server is running and scanning on a scheduled basis
and that there are no issues to be addressed.
- Verify that the Server's Anti-Virus client application and definitions are up to date.
- Verify the Server Anti-Virus client quarantine is empty.
- Verify that the Network Anti-Virus solution is providing the latest virus definitions.
- Verify that all Anti-Virus clients are accepting and using the latest virus definitions.
- Verify that the Anti-Spyware client / solution on the server is running and scanning on a
scheduled basis and that there are no issues to be addressed.
- Verify that any network Spam Filter device is up to date. (firmware or software)
- Update the Network Documentation Binder Tech Notes with relevant information from this
section.
- Note all unresolved problems from this section in the “Issues” section.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
made these entries in the NDB.

5) Primary Server System Updates

- If important patches or updates have been released and approved, apply them to:
- - Windows OS
- - Exchange Server
- - Backup Exec
- - Other:
- - Other:
- Run Microsoft Windows Update repeatedly until all Critical System and Hardware updates
are applied.
NOTE: The only hardware updates we do NOT install are Tape Drivers.
NOTE: If rebooting the server is required to continue with the update process or if a NIC
driver is being updated, coordinate it with the Client Contact and or users for minimal
impact. Use "Golden Hours" for reboots.

Update Notes:
_______________________________________________________________________

- Run the latest version of Baseline Security Analyzer. Down load and apply all missing
updates indicated.

BSA Notes:
_________________________________________________________________________

- Update the Network Documentation Binder Tech Notes with relevant information from this
section.
- Note all unresolved problems from this section in the “Issues” section.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
made these entries in the NDB.

6) Second Server Server Status and Health

- Make a time stamp entry for the Monthly Maintenance in the Network Documentation
Binder Tech Notes.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
made this entry in the NDB.
- Check Windows Event Logs: System, Security, etc. (Record significant errors in Tech
Notes)
- Investigate significant findings from the Event Logs and if necessary add them to the
“Issues” section.
- Print out the Tech Notes file and put it into the Network Documentation Binder.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
printed, stapled, punched and put the notes into the NDB.
- Check system drive space availability.
- - C: = _____ Used / _____ Free out of _____ GB
- - D: = _____ Used / _____ Free out of _____ GB

- Check system drive fragmentation status.

- Analysis on C: _____ Setting changes / Problems (if any):
_______________________________
- Analysis on D: _____ Setting changes / Problems (if any):
_______________________________

- If any drive is over 1.25 fragmented, schedule a one time defragmentation of that drive
for 5:00 pm.
- For any system requiring defragmentation, create an SR to check on the status of the
defragmentation.
Note: Set the required date of the SR to be the next business days
- Check UPS logs, UPS run time and if required run any UPS maintenance.
- Update the Network Documentation Binder Tech Notes with relevant information from this
section.
- Note all unresolved problems from this section in the “Issues” section.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
made these entries in the NDB.

7) Second Server System Backup

Note: Server2 does a simple backup to the D drive on Server1. Backup Exec is used to so
we can backup the live database.
- Check the Backup Exec Job Monitor and Alerts sections, evaluate and clean up as needed.
- Check the job completion time. Verify that Server1 backup starts after Server2 backup
finishes.
- Record the number of good backups in the last 30 days: _______ - Note: 20 successful is
ideal.
- Verify that each full server OS backup contained in the target backup set has the complete
System State for this server.
- Verify backup of critical OS files and Data files by restoring the following items;
- %System root%\repair directory
- C:\Program Files\Veritas\backup Exec\NT\Catalogs directory
- A sample of files from the data directory
Note: All data is redirected to temp\Backup Test
- Verify the Backup Log has been updated with notes on:
- - Tape cleaning
- - Restore verification
- - End-of-Month tape(s) going off site
- Update the Network Documentation Binder Tech Notes with other relevant information
from this section.
- Note all unresolved problems from this section in the “Issues” section.

8) Second Server Anti-Virus / Anti-Spyware

- Verify that the Anti-Virus client on the server is running and scanning on a scheduled basis
and that there are no issues to be addressed.
- Verify that the Servers Anti-Virus client application and definitions are up to date.
- Verify the Server Anti-Virus client quarantine is empty.
- Verify that the Network Anti-Virus solution is providing the latest virus definitions.
- Verify that all Anti-Virus clients are accepting and using the latest virus definitions.
- Verify that the Anti-Spyware client / solution on the server is running and scanning on a
scheduled basis and that there are no issues to be addressed.
- Update the Network Documentation Binder Tech Notes with relevant information from this
section.
- Note all unresolved problems from this section in the “Issues” section.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
made these entries in the NDB.

9) Second Server System Updates

- If important patches or updates have been released and approved, apply them to:
- - Windows OS
- - Backup Exec
- - Other:
- - Other:
- Run Microsoft Windows Update repeatedly until all Critical System and Hardware updates
are applied.
NOTE: The only hardware updates we do NOT install are Tape Drivers.
NOTE: If rebooting the server is required to continue with the update process or if a NIC
driver is being updated, coordinate it with the Client Contact and or users for minimal
impact. Use "Golden Hours" for reboots.

Update Notes:
_______________________________________________________________________

- Run the latest version of Baseline Security Analyzer. Down load and apply all missing
updates indicated.

BSA Notes:
_________________________________________________________________________

- Update the Network Documentation Binder Tech Notes with relevant information from this
section.
- Note all unresolved problems from this section in the “Issues” section.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
made these entries in the NDB.

10) Other Network, Company and User Specific Items

- Bandwidth Test via [www.speakeasy.net/speedtest] or [Other __________]
- 1st = Download __________ kb/s Upload __________ kb/s
- 2nd = Download __________ kb/s Upload __________ kb/s
- (If needed) Cycle the power on the firewall to be sure the maximum number of IP’s are
free at all times.
- Update the Network Documentation Binder Tech Notes with relevant information from this
section.
- Note all unresolved problems from this section in the “Issues” section.
Note: When performing the Monthly Maintenance remotely, verify the on site contact has
made these entries in the NDB.
- Log into the CDP and verify continuous copy of data is functioning correctly and there are
no flags or alerts.
- Purge all old versions of files.
- DO NOT DELETE OLD FILES

11) Issues - New and Outstanding (Client Contact, Update section, Users, etc.)
- _________________________
- _________________________
- _________________________
- _________________________
- _________________________

12) Client Check Out

- Deliver tape(s) to client contact to be placed offsite.
- Check with Client Contact and convey status on all outstanding issues.
- Discuss any recommendations based on this monthly maintenance with the Client Contact.
- Draft a reminder Email to the Client Contact with the recommendations. Note: You must
CC the Service Manager and "Service" mailbox.
- Make a final round check with all users especially those who had issues to be resolved.

13) Service Requests and Products

- If required, create Service Requests for all unresolved issues.
- Update the client's Monthly Maintenance Service request with all of the following;
- - Travel Time
- - Mileage
- - Expenses (e.g., parking)
- - Time
- - Product delivered to the client. Billable or Not (Tapes, Cleaning cartridges, cables, etc.)
- - Detailed work documentation including Internal Analysis notes

--> Monthly Maintenance Complete

14) Monthly Maintenance Checklist Update

- Update this Monthly Maintenance Checklist document with all necessary revisions.

Notes:
- _________________________
- _________________________
- _________________________