Data loss is a traumatic experience and every computer user should take adequate measures to safeguard their data. However, before we discuss the measures of data protection, it is worthwhile to analyse the causative factors that lead to such occurrences.
Data loss occurs primarily due to the physical and logical problems of the computer.
Physical Problems Leading To Data Loss
Computers might get physically damaged due to sudden power surges, overheating of the system, electro static discharge or any other kind of force or impact. All these factors damage the internal parts like hard drive bearings, printed circuit board, read write heads, etc. Damaged internal components invariably result in loss of data.
However, physical data loss is not a cause for much concern. Data can be recovered by cleaning, repairing or replacing the non working internal parts of the hard disk. Though recovery is possible, the process is time consuming and involves high expenditure.
Logical Problems Leading To Data Loss
Data loss also occurs even when the computer is not damaged and is working well. Though the data exists on the hard drive it simply turns inaccessible. If such instances occur you can suspect a logical problem of the drive. Your doubts can be confirmed if repeated error messages that read, ?Disk Not Recognised? or ?Format Error,? pop up.
Such logical failure of the drive occurs due to viruses, software bugs, deletion of operating system components, badly written or non compatible software programs and corrupt NTFS or File Allocation Table (FAT).
Data loss occurring due to these physical and logical problems can be prevented by a few simple measures.
Prevention of Data Loss
Placing the computer in a dust free area prevents contamination thus reducing chances of a physical damage of the drive. Shut down the computer especially if strange noises emanate from it. Unusual noises are generally indicative of a physical damage of the drive. Even if you suspect a physical problem, do not attempt problem rectification by disassembling the hard disk.
Protect your computer from logical damages by never opening e mail attachments from unknown senders. Viruses are largely spread through email attachments. Use virus detection and protection programs. Keep this scanning software regularly updated.
Logical problems of the computer usually affect the ?my documents? folder. Install a second internal hard drive in the computer and create a back up for all the data in it. If you do not like the idea of installing a second internal hard drive you can store your data in an external hard drive. Even this process is simple and easy.
Another much advocated method for preventing data loss is by regularly creating a back up for all the generated data. Better still create hard copies for all your documents. However, a hard copy back up is a feasible idea only if the quantum of data is less. It is much more effective to back up generated data in any other back up storage media and place it off site. Even this data storage device requires proper handling and care to protect the data it contains.
Preventing Data Loss from Backup Storage Devices
The data storage media should be placed offsite, to prevent it being affected by natural calamities.
Temperature conditions affect data storage devices greatly. Having temperature-indicating software will monitor the conditions of the given area and send automatic notifications if there is any rise or drop in the temperature levels. The software also monitors humidity and light levels, air flow, and even the opening and closing of doors.
The back up media should be placed in a dust free environment away from sources of direct heat and should never be touched.
The digital storage media should be placed in rigid vertical shelves and not in simple folders.
Every episode of data loss has a history of logical or physical damage of the computer. Though, such damages to the computer are not fully preventable, data loss can be easily prevented.
Companies the world over try to fortify themselves against natural and man made disasters that can result in data loss. Since data is shared and stored largely in a de-centralized manner, it is rather difficult to manage and prevent data loss. The usual cause of data loss is due to a hardware or system malfunction, human error, software programme malfunction, and natural disaster. Therefore, most companies try to lay down common rules that can help to prevent data loss to the maximum possible extent. Protection, detection and correction are the commonly used three-fold prevention plan against data loss. Most companies take this threefold path very seriously, as they know that it is their only chance to be protected against data loss.
Back up, Back up, Back up
Most companies stress on the need for every employee to back up their files on regular bases. Back up of data doesn't only involve storage in a different location apart from the commonly used operating system but in cases of highly important data a second back up is not a bad idea. Commonly used back up media include CDs, portable hard drives, DVDs, flash drives etc. Even when one is fairly certain that data is secure and disaster proof, one must keep in mind that data is very susceptible to Murphy's Law and even when no possible thing can go wrong, it will and the result will be data loss. The need therefore is for employees to take it upon themselves to back up files with religious fervor.
User Errors and Corrupted e-mail Attachments
Many a time one loses data when editing documents. Employees are encouraged to use F1 liberally and make sure they save original files under different names before attempting to edit them. This way even if data is wrongly deleted in the new file, the original one remains intact and human error can be avoided. Another danger in receiving mail from different locations is that attachments can escape detection and chances are that viruses will spread. Most companies encourage employees to save attachments in a unique location that will not endanger other data.
Disaster Planning
Companies always prepare for the worst when it comes to protection of valuable data worth millions. Despite firewalls being built and anti-virus software being installed, companies like to have a copy of valuable data in separate locations. Of course, they admit that all best laid out data loss prevention plans are not a hundred percent fool proof and the effort is constantly being made to innovate built in software to maximise secure data storage.
Companies increasingly use content monitoring and filtering solutions. This way all traffic is filtered, monitored and even blocked if the need arises. These tools are most useful at detecting and reducing information loss. They also do not underestimate the need to be constantly on the job and do not over look minute details because especially in the world of information technology, the devil lies in the details and hell hath no fury like a detail scorned.
There is no hundred percent fool proof back up media that can avoid exposure. Encryption therefore is the solution many companies resort to while backing up data so as to protect the content even if exposed to non-trusted sources. In the case of large tape storage, in-line encryption is found most useful. Newer software solutions can utilize extra processors. Laptops are most susceptible to data loss because there is less monitoring and filtering of data. Here again encryption is the solution sort to prevent data exposure.
Expensive but worth the Price
Security methods and solutions to prevent data loss do not come cheap. Especially in the case of encryption and in built preventive software but the alternative is incomprehensible. Apart from being expensive, preventing data loss can be an on going tedious process but even the occasional slip can prove to catastrophic which is perhaps why companies make data protection their number one priority. large sums are spent on research and development of solutions for data protection as the need of the hour is data safety. Companies have learnt from unfortunate experiences that prevention is definitely better than cure.
James Walsh has sinced written about articles on various topics from Small Business, Binding Machines and Divorce and Infidelity. James Walsh is a freelance writer and copy editor. If you are concerned about data loss and would like more information on see. James Walsh's top article generates over 368000 views. to your Favourites.