hard drive logoAs readers of Data Recovery Toronto likely know by now, the primary focus of our site involves recovering data. This can mean many things: retrieving accidentally deleted files using third party software such as Recuva or MinTool Power Data Recovery, recovering files from an unbootable computer using a Linux LiveCD, or even swapping hard drives in order to save documents from a dead computer.

Today we are going to approach the topic of file retrieval from a slightly different angle. Rather than discussing how to solve a problem reactively (after the fact), we are going to discuss how to prevent the problem from occurring in the first place (preventative maintenance).

Data Backups

What is the easiest way to prevent the need for data recovery? The obvious answer is: purchase a computer which will never run into any sort of problem. This is a great answer; unfortunately, it is extremely unrealistic. We here at Data Recovery Toronto have yet to come across a personal computer which hasn’t, eventually, run into either a software problem, hardware problem, or user-created problem. In the real world issues simply arise. Physical pieces of hardware break down and die. Software programs become corrupt. Users perform tasks accidentally or without proper reflection. And, as the good folks at Seymour Computer Repair talk about, malicious code (such as viruses and malware) can intentionally wipe out your files.

So purchasing the perfect computer isn’t the answer. What’s the next best way to ensure that your data will always be with you? Two words: Data Backups! Most people are familiar with the concept of data backups. For those who are not, a data backup implies making an identical copy of all (or some) of your documents. In other words, you want to make sure that copies of all of your files and folders are stored in multiple locations.

Why are data backups so useful? Well, let’s look at a simple real world example. Let’s assume for a moment that you have just finished an essay or a report. Great, you think to yourself; after two long weeks of work everything is finally complete. You step away from the computer for a minute only to come back and notice a black screen. That’s odd; you think to yourself, I never turned off my computer! No big deal, you think, I’ll simply turn the computer back on and everything will be fine. Unfortunately, to your horror, your computer won’t start. Furthermore, your essay or report is due tomorrow. This is when anxiety hits and you start cursing or pleading with your PC, but to no avail. There you are, with a completed document on an in-complete (malfunctioning) machine.

Since you never backed up your documents, all of your hopes rest on your now defunct system. You need that computer to work, and you need it to work now! What happens, though, when it refuses to work? You need to take it into a computer repair or data recovery shop, but this will take time and cost you a lot of money. Now what if, on the other hand, you had been regularly backing up your data?  You could always deal with the dead computer later, knowing that your documents are in a safe place!

Levels of Data Backup

The story, above, probably brings back horrible memories for some of you. A few of us have had these types of experiences and, trust us, they aren’t particularly enjoyable. Luckily, data backups can help.

Backing up your data is a computer phrase which means: make copies of your files and store them elsewhere for safe keeping. The question becomes: where should I store my files for safe keeping? This brings us to the concept of levels. See, some forms of backing up data are safer than others.

Data Recovery Toronto’s Levels of Data Backup

Type: Same Device, Same Location

Security: Insecure

Explanation: You make a copy of a document and place it on the same device (computer, USB key, external hard drive … etc.). For example, you copy and paste a file into a different folder on your computer.

When this works:

  • If you accidentally delete one of the files then you can recover that file using the duplicate.

When this doesn’t work:

  • If the device won’t boot, or simply dies, then you will be unable to access anything on it. At this point, both copies of your file become lost.
  • If there is a fire or flood in your house and the device stops working.

Type: Different Device, Same Location

Security: Fairly Secure

Explanation: You make a copy of a document and place it on a different device (computer, USB key, external hard drive … etc.). For example, you take a file on your computer and place it on another computer within your house or you place it onto a USB key.

When this works:

  • If you accidentally delete one of the files then you can recover that file using the duplicate.
  • If one device won’t boot, or simply dies, then you can recover the file from the secondary device.

When this doesn’t work:

  • If there is a fire or flood in your house and the devices both stop working.

Type: Different Device, Different Location

Security: Secure

Explanation: You make a copy of a document and place it on a different device (computer, USB key, external hard drive … etc.) in a different location. For example, you take a file on your computer and place it on a friend’s computer or you use an online storage solution.

When this works:

  • If you accidentally delete one of the files then you can recover that file using the duplicate.
  • If one device won’t boot, or simply dies, then you can recover the file from the secondary device.
  • If there is a fire or flood in your house then you can still recover the file from the other device.

When this doesn’t work:

  • If both devices happen to die at the same time (this is very unlikely).

Type: Using all 3 methods together

Security: Very Secure

Explanation: You make several copies of a document and place it on different devices. Perhaps you place a copy on your computer (same device, same location), on a USB (different device, same location), and email it to yourself using Gmail (different device, different location).

When this works:

  • Nearly all the time.

When this doesn’t work:

  • Rarely will this fail.

As you can see, simply making copies of your files and then storing them on the same computer won’t always prevent the need for data recovery. Even storing copies of files on USB keys or CD’s isn’t fool-proof. The only truly secure method is to mix and match. Make multiple copies and store them in a multitude of locations.

Summary

So there you go, one of the best ways to prevent data recovery is through the practice of data backups. Today we touched on what data backups are and as well as the different levels they can be a part of. However, our discussion is not complete. We have yet to talk about actual data backup methods; in other words, steps you can take to prevent the need for data recovery. So come back to Data Recovery Toronto soon, as we will be picking up from where we left off.

No comments »