Tips To Prevent Data Loss From Windows
Though Windows as an operating system has evolved significantly over the years
, there has not been much breakthrough in preventing data loss. There is always the threat of loss of data from the system. Human errors, software or hardware malfunction and natural disasters are some of the common reasons for losing data from a system. Let us look at each of these and the different ways to prevent data loss.
Human errors- This is one of the most common ways of losing data. Accidental deletion of files, folders, partitions, drives, or accidental formatting of partitions and drives happen all the time. Though, some of the data deleted accidentally can be recovered back with the help of inbuilt functions in the operating system, it is not always that easy especially if you have deleted your partition or a drive.
Software or hardware malfunction- Software malfunction can happen due to corruption to the system files. Virus attack can also lead to software malfunction. Hard ware malfunction results more from wear and tear of the hard disk or power fluctuations that lead to improper shut down of the system.
Natural disasters- Though this is not a very common reason, disasters do have a huge impact on the security of the data. Getting back to business after a disaster will depend on many factors, and one of the critical factors is the ability of businesses to access their data or retrieve lost data.
The smart way to deal with a data loss situation is by being completely prepared to deal with the situation. You can do this by being disciplined in data backup and conducting regular data security audit.
Backup- Ensuring regular backup will help prevent data loss to a large extent. However, you should ensure that you have a strategy for data backup. The difference between backup and a backup with strategy is that you will have all the critical information when you need it the most. Your back up strategy should include
Information about the type of data you want to backup
Specify other critical information you need from the system like outlook e-mail communications, address book, different folders in the inbox, other features in outlook, browser related information, book marks, links etc
Scheduling backup periodically- this should be based on the volume of data and network. If you generate large amount of significant data and that too if your system is in a shared network, it is better to have frequent backups.
Correct back up practices- ensure that the backup you have is functional by checking it after you copy the data. If you are storing the back up to a CD or any other storage device make sure that the data is copied successfully.
Storing data- the backup should be stored to a device that is functional. Do not store backup data to CDs or flash drives that have scratches. This could make your backup inaccessible.
If you use a third party service provider for data storage, make sure that they have foolproof systems for data backup and recovery.
Data Security Audit helps you to check your preparedness to deal with a data loss situation and the ease with which you can recover lost data if need be. Some of the guidelines for data security audit include
Backup practices- how often you take backups, mode of backup- manual or automatically enabled, kind of data backup- whether you have all the information backed up or if your system that you require, systems in place for archiving and storing backup data and ease in accessing backup data
Systems in place for recovering lost data- This is perhaps the most critical aspect in data security audit. One of the easiest ways to deal with this is by identifying data recovery software based on your system configuration and the type of data you have in the system, since each software has different capabilities in recovering data. This will help you to recover lost data effortlessly and reduce the downtime to get back to business.
Monitoring hard drive health- Look for warning signs such as error messages, speed of the system in processing information, noises from hard drive or abrupt shut down of the system. If you notice any of this you should backup data immediately and get the system serviced. Never run your system without antivirus, and firewall.
Third party service- if you are located in an area that is prone to natural disasters using a third party service provider for data storage is a good idea.
by: jeffflake
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