In my previous article on the subject of upgrading software ("Upgrading Software 101"), I discussed the idea that you'll constantly need to upgrade most of the software you regularly use. From your PC's operating system to your genealogical database software to the various utility programs on your system, all will be replaced by newer versions that add new features and fix old bugs. This week I’d like to take that discussion a little bit further.

Upgrade Availability
How do you know whether or not a new version of your software is available? Usually, when you install software for the first time, you are given the option of registering it, either by filling out a postcard and mailing it or by filling out an electronic form and submitting it via the Internet. The registration form will usually ask for your postal address and your e-mail address. When a new version of the software is available, you may receive a flyer in the mail or an e-mail message. Some registration systems allow you to "opt out" of receiving such notices.

A feature that is becoming far more common with software is an option under the Help menu that allows you to tell your system to connect to the software publisher's Web page in order to see if there is a newer version of the software available. If there is, you may be given the option of downloading the newer version. In some cases, you are entitled to download new versions for free for a given period of time.

Software publishers know that consumers expect their software to be bug-free, and consumers are generally unwilling to pay money just to have their software corrected. As a result, you may find that the software publisher's Web site permits you to download corrected versions of the software you own. In actuality, these are not usually full versions of the software, but instead are only small pieces of computer code that replace the incorrect code in your software. These small pieces, known as "patches," will only work if you already own the software, and otherwise are of no value.

Demo and Beta Versions
In some cases, software publishers will entice you into upgrading to an entirely new version of their software by allowing you to download a free "demo" version. The demo version is usually limited in some way. For example, a demo version of genealogy software may permit you to store only a limited number of individuals (just enough that you should be able to get a sense of how much you like the program), or it may be designed to stop working after a certain period of time.

In a perfect world, software publishers would not release software to the public until all the bugs were already fixed. In reality, most software is so complex that some bugs do not become apparent until a large number of people have used the software. After the publisher's programmers find and fix as many bugs in the new version of the software as they can, the publisher may release it to the public as a "beta" version. The "beta" label warns you that the software is likely to still have bugs in it.

Beta versions of software are most common when the software is freeware (software provided to you with no expectation of payment) or shareware (software that you are expected to pay for after you have tried it out). For instance, the latest version of Netscape is now available as beta software, although Netscape has chosen to label it using the phrase "preview release" instead. Once software has been fixed to the point where no more bugs are being found (at least not immediately), it is usually released to the public as the "production" version.

Mail or Internet?
When you choose to upgrade your software to a completely new version, you may be given the option of having a CD-ROM mailed to you or of downloading the software from the publisher's Web site. Having the CD is convenient if you should ever need to re-install the software at a later time, and it is certainly a better option if you have a relatively slow connection to the Internet. On the other hand, if you don't like waiting a few days to get the CD and you have a fast Internet connection, you may prefer to download and install the software immediately. In either case, be sure to read the instructions carefully before installing and upgrading software!

Drew Smith is an instructor with the School of Library and Information Science at the University of South Florida in Tampa. He is also a regular contributor to the quarterly journal Genealogical Computing, where he writes the "Cybrarian" column. He can be reached at drewsmith@aol.com.