This is the routine that I've worked out: I do gravel vacs to half the tank weekly. I remove the silk plants in the front half of the tank. I rinse them under the faucet and put them on a piece of saran wrap. I gravel vac that front half, then put the plants back and pour the new water in. The next week, I'll do the same thing with the back half of the tank. I always take out the java moss, or else it flies all around the tank and makes a mess!
About once a month, or 6 weeks, I'll vac the whole tank. I have a sponge filter, so this doesn't hurt anything. I won't rinse the plants this time. I'll take them all out and put them on the saran wrap. When the bucket fills up with tank water, I'll put them in the bucket. Then I'll wipe the algae off the air tube that goes to the sponge filter, and take the heater out and rinse/wipe the suction cups. I'll squeeze the sponge filter in the bucket water. I'll make the gravel neat and flat, put everything back in the tank, and add new water.