Volume 5, November 5, 1999

SPECIAL TIPS FOR Y2K

"Is Your PC Ready for Year 2000?"
Videotape; by Leon Kappelman, Karl W. Feilder and Tom Becker, Y2K Solutions Group Inc., 1998.
This videotape is available through the ALC (Arts & Sciences and Library Computer Consortium). If you would like to view it, arrangements may be made by contacting Susan Cherry at (231) 591-2075.

Even if you have a newer microcomputer (IBM-compatible or Macintosh), it may not be Y2K (year 2000) compliant. The internal clock may be ready to roll over to the year 2000; however, you may have software on your machine that will cause computer failure or corrupt your data. Therefore, these tips may prove useful to all computer users.

The Y2K issue is a mathematical problem. One that involves how data are stored and used. In the past, computers have stored the year information but not necessarily the century information (e.g., 99 but not the 19). This could cause problems when sorting data and when using some date entries in numerical calculations. It could also cause problems in some programs if 99 were used to indicate the end of a file or to have the computer execute a special command. The Y2K problem is very complex and involves five levels where date sensitive data are used: microcomputer hardware, operating systems, software applications, user data, and data exchange. The most common mistakes that people make when testing for Y2K problems is failure to back up files and when rolling the clock ahead canceling time-dated software, licenses, and passwords.

Level One-Microcomputer Hardware: This may be less of a problem in a Macintosh than in an IBM-compatible machine. However, both platforms may experience problems. It is a myth that newer computers are immune to potential problems related to hardware. A clock (a real-time clock is a chip with a battery) is built into the computer. This keeps the time and date for the computer. It may not rollover properly on January 1, 2000. The computer also has a BIOS (Basic Input Output System). This also is a chip that runs a small program that takes a 2-digit year from the time clock and translates it into a 4-digit year (e.g. 99 to 1999). The BIOS feeds this 4-digit year to the operating system and onto the software applications. Some BIOS's may not rollover properly. You can manually test your machine prior to January 1, 2000 by changing the date. Back up your files and do not have any programs running when you do this or you might corrupt some data. Software diagnostic tools are also available at computer stores. (Ferris Computer Resource Managers recommend the Check 2000 program.)

• Option #1: You can set the correct date after January 1, 2000 when you turn on the computer. This can be done at the operating system level or from within Windows. From that point on, the machine will run correctly (except for ½% of the machines; these will need to have the date reentered every time the machine starts up).

• Option #2: A software patch can be executed when the machine starts. This is a TRS (terminate and stay resident software) program that hooks itself between the operating system and the hardware or the application program and the hardware. It makes corrections to the date on the fly (real time) as needed. A software patch can be purchased from a computer store or downloaded from the Internet. When downloading a patch from the Internet, be sure it is reliable as you could end up creating more problems. Some of the patches might also include software that will scan the installed programs on your machine and inform you if other potential problems may exist. This software will not fix the problem but it might alert you to where problems may be located.

  Fixing the Y2K problem at the hardware level is the simplest part of the problem. Software issues are much more complicated.

Level Two-Operating System: The operating system initializes all the functions of your computer and allows the hardware to interact with programs and software applications. Problems are the operating system level are relatively easy to fix. Problems at this level should not cause a business to collapse but they could be irritating. Contact your operating system vendor (probably Microsoft or Apple) or check the Internet for downloads that the vendors may have provided.

One of the first settings to change can be located from the Control Panel icon, the Regional Settings path. In most cases, the default setting is mm-dd-yy (2-digit month, day and year). Change this to the show century feature, mm-dd-yyyy (4-digit year). Most of the popular software programs will then request a 4-digit year when used. Home written programs may not work as easily; it depends on how they were programmed. Always back up your files before attempting this modification as some software may change preferences, protocols, and settings.

Level Three-Programs and Applications: Each computer user must check all of his/her programs to see if they are 2000-ready. A user may use a program one way and it will be compliant. Another user may use the same program in a different fashion and it will not be compliant. Understanding this topic is not black and white; it is an issue of understanding how the program converts a 2-digit date to a 4-digit date. If a user does not make use of a date feature within a program, there should not be any problem. Some programs will only accept a 2-digit date. Usually Y2K-compliant updates are available from the software manufacturers. Contact the software manufacturer with any questions you may have. Unfortunately, a quick response is highly unlikely.

Software retail stores sell programs that check microcomputer hardware for Y2K problems. These programs check for Y2K problems within the programs installed on a computer. This software is not foolproof. Just as with software virus checkers, one program may identify programs that another does not.

Level Four-User Data: The computer user needs to be aware of how the dates are being used and stored within various applications. Microcomputer programs do not understand the context of the information. Some programs may actually make a guess as to the century through the process of date windowing. For instance, years 00 through 50 would equal the next century (20) and 51 through 99 this century (19). In this case, the pivot date is 50. Different programs may use different pivot dates. If so, data will be corrupted.

The most secure method of ensuring the integrity of old data is to retype the information using a 4-digit format. In many cases, it provides the computer user with the opportunity to do some spring cleaning. This is an opportunity to delete many old files from your hard drive. You could print and save a paper copy of the deleted files in the event that you might need them for future reference.

Level Five-Data Sharing: Y2K issues at this level are the most complex ones to address. Two programs may not store and process dates identically. If they do not, a problem may occur. For instance, the way information is stored on a network, may differ from the way it is stored on the desktop computer. At Ferris, the computer resource managers have attempted to install software within University standards. However, the computer resource managers recommend that individuals test their own desktop computers.

Before testing, all files should be backed up onto a CD or diskettes. Next the computer user can test the programs by entering some dates for this century and for the next century. After this has been done, change the date on the computer and try using the software program once again. In some cases, this testing may wipe out entire programs or corrupt the user's data.

Summary: According to the video tape, if we choose to do nothing, we are faced with three possible scenarios:

1. The equipment could cease to function.
2. There are noticeable errors in the data.
3. There are unnoticeable errors in the data and we may not become aware of these for some time.

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