Just like you’d tidy up the office or give your car an annual service, your business tech needs a bit of TLC every now and then. It’s easy to let IT maintenance slip down the list, until something goes wrong.
Think of this as your “digital housekeeping” checklist. A few small jobs, done regularly, can keep your systems healthy, your staff productive, and your data safe. You don’t need to be an IT whizz to tackle some of these and for the rest, your IT support team (like us here at sfG Software!) can handle them for you.
Here are 10 digital housekeeping tasks every business should tick off.
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Update All Software & Security Patches
Out-of-date software is like leaving the back door unlocked—you might get away with it for a while, but you’re taking an unnecessary risk.
- Install updates for operating systems, business apps, and even hardware like printers.
- Turn on automatic updates wherever possible so you’re always protected.
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Review and Remove Unused User Accounts
Staff come and go, and sometimes their old logins hang around. That’s a security hole.
- Every few months, check email, Microsoft 365, file servers and other systems.
- Remove accounts you no longer need and update permissions for anyone who’s changed roles.
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Check Password Strength & Enable Two-Factor Authentication
Weak or reused passwords are still one of the biggest causes of breaches.
- Use a strong, unique password for every account.
- Switch on Two-Factor Authentication (2FA) so even if someone guesses a password, they can’t get in without the extra code.
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Audit Access Permissions
Even active staff can end up with “too much” access over time.
- Review who can see or edit sensitive data and make sure their permissions match their current job.
- Adjust or remove privileges that are no longer needed.
This keeps data safer and limits accidental (or malicious) changes.
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Review Software Licences & Subscriptions
It’s easy to forget old software or trial accounts that quietly renew.
- List all paid software, apps and cloud services.
- Cancel what you don’t use, downgrade unused seats, and tidy up old admin accounts.
This saves money and reduces your “attack surface” by closing inactive logins.
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Organise and Audit Your File & Cloud Storage
Whether you use OneDrive, Google Drive or an on-site server, a tidy digital filing cabinet saves time and space.
- Archive old files you rarely need.
- Delete duplicates and name files consistently.
- Check who has access to which folders—especially for sensitive or private data.
Good structure means faster searches and lower storage costs.
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Test Your Backups
Backups are only useful if they work.
- Regularly restore a test file to make sure backups are complete and error-free.
- Keep at least one backup in a different location (or in the cloud).
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Review Your Hardware Health
Slow computers or ageing servers drag productivity down.
- Check disk space and clean dust from fans and vents.
- Test laptop batteries.
- Replace hardware that’s nearing the end of its life before it fails unexpectedly.
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Optimise Your Wi-Fi Coverage
Patchy Wi-Fi wastes time.
- Reposition routers or add access points to remove dead zones.
- Consider newer equipment for faster, more reliable connections.
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Run a Malware & Virus Scan
Even with background protection, a full scan now and then helps catch anything sneaky.
- Keep antivirus software up to date.
- Add extras like anti-phishing tools and email spam filters if you don’t have them already.
Why Digital Housekeeping Matters
Think of these tasks as preventative maintenance. Just as regular servicing keeps a car running smoothly, small IT jobs prevent bigger—and costlier—problems later. You don’t need to do them all at once; weaving them into your routine every few months saves time, money and hassle.
Final Thoughts
Keeping your business tech healthy doesn’t have to be complicated. Stay on top of updates, security, organisation and hardware checks and you’ll reduce downtime, boost efficiency and keep data safe.
And if any of this sounds daunting, remember, you don’t have to do it alone. At sfG Software, we help businesses across Scotland keep their tech in top condition, so you can focus on running yours.
