Effective Maintenance: Preventing Data Loss

As the decades pass, most computers and servers can store terabytes of data that could easily store millions of protected information of individuals, which has effectively minimized the use of space that would otherwise be used for storing data in paperwork. But computers and servers are not invulnerable to the loss of data. In fact, a single mistake or bug in a system can lead to tons of information being flushed down the drain.

Data loss is known for being one of the major inconveniences for a lot of industries. Whether it’s in an office space, in an IT-centric business, or an academic institute, data and information are useful in different facets of society. But no matter how well-maintained or secure these types of computers are, they are still vulnerable to data loss.

Not only is data loss annoying, but it’s essentially the loss of valuable resources, time, and effort that’s placed in compiling such data. Data loss will eventually lead to the corruption of such data and will lead to setback productivity. Thus, it’s only important that we learn how to effectively manage information technology systems in our business while weeding out files and data that might be damaged and corrupted.

Common Causes of Data Loss

But before anything else, we have to first look into what usually causes data loss since this will be your priorities when preventing loss of information.

The loss of data isn’t necessarily caused by a singular entity. In most cases, it can be caused by a variety of different factors that might prompt business to spend time and money in recovering back lost data. Still, hard drive crashes are known to consist of much of the data that has been lost. However, human error (while rare) is known to be another loss of data.

But what are some common causes of data being lost? Here’s what you’ll need to know:

  1. Human Error
  2. Malware
  3. Computer theft
  4. Hacking incidents
  5. Reformatting hard drives
  6. Power outages
  7. Natural disasters

Data Loss Prevention

Although data recovery can be made when data is lost, prevention is better than pooling resources to recover data again. Fortunately, there are several ways of preventing data loss. Here’s what you can do:

  • Like any scenario involving disasters, it’s important to inform your employees of the importance of backing up information. Regular scheduled and unscheduled “drills” can help employees think through what they have to do when prioritizing and backing up necessary critical information and file—several essential pointers, such as learning how to back up a hard drive, can keep your system safe.
  • It’s important to exercise a zero-tolerance policy when it comes to backing up files. Although following rules and guidelines in this scenario might seem simple, it can still be a tall order, and errors can easily happen if employees skip certain steps.
  • Computers and hardware should be kept in dust-free, cool, and dry areas. Most experts would suggest placing the computers in low foot traffic area so that it’s easier to prevent damage that might happen to these systems.
  • Another main cause of data loss is power interruption while data is being processed. Having a back-up battery system and a generator can ensure that data is not erased while giving you precious minutes to back up and save the necessary data. There are also uninterrupted power supplies resistant to short-circuiting boards, which might happen when there’s a lightning strike or rain in the area.
  • It’s important to back up data frequently. After these data have been backed up, they will need to be verified by an upper management position.
  • Static electricity is known for damaging different components of the computer while also erasing data. If this is the case, you might want to use protective equipment for your hardware.
  • Virus detection software and programs are crucial in ensuring that your data is protected. Contrary to what most people think, viruses are quite subtle, and you won’t really notice it until a good amount of your files are already corrupted. Also, this software should be kept up-to-date.
  • Various programs can detect problems early on in hard drives and disks. It’s best to address these problems when they do appear.

Preventing data loss might seem like a tall order and can lengthen the time needed to process data. Still, it’s a necessary part of protecting files and information nonetheless. Ultimately, employees should be vigilant in ensuring that data is kept safe. Backing up data and files are just some good ways of protecting critical company assets and data.

Hemant Kumar
Hemant Kumar is a project manager at Tridindia with more than nine years of commendable experience in writing about LMS, translation, and IT. His unmatched talent and passion for digital marketing gave him the opportunity to work as a multi-tasking project manager at TridIndia’s sister company, Link Building Corp. Today, he contributes to the world by imparting knowledge on SEO, link building and internet marketing etc., that helps business owners grow their online business.