Data loss is a serious issue that can cause businesses to lose time and money recovering vital information. Data loss arises when digital data, such as files stored on computers and hard drives, are corrupted or lost. This digital data might include photos, videos or company files that are essential to your business and could include sensitive information so it’s important to know the most common causes of data loss and how to avoid them.
In this article, we cover the main reasons why data is lost and what you can do in the event of a worst-case scenario for recovering data.
What Causes Data Loss?
The most common causes of data loss can be grouped into three categories:
- Human Error
- Technical Issues
- Environmental Causes
Human Error
The first category is actually the most common reason why businesses and individuals experience data loss – the fact that we as humans are prone to make occasional mistakes. This can of course be more or less likely depending on the person concerned but below are some of the most frequent human errors that cause data loss.
Deleting files
Imagine, it’s Friday afternoon and you’re in a rush to finish that meeting report your boss asked you to write before the weekend. It’s already late and you’re the last one in the office. You then get a message from your partner asking when you’ll be home. Frantically typing up the report and in a rush to get out the door, you accidently delete the file instead of saving it. Now there is still hope you can recover deleted files from your laptop if the file has been stored in the cloud, for example. Saving backup copies elsewhere is a good way to safeguard against these issues and save your Friday night.
Water damage
Picture this, your colleague has kindly made you a cup of tea whilst you’re knee deep in more report writing. The papers on your desk have built up so there’s not much space but you clear a mug-shaped hole in the debris and continue typing. You reach across the pile to pick up your phone and knock the mug across your computer, spilling tea everywhere. This is a common mistake, you can swap the tea for coffee or water if you prefer, but the result is the same – a soggy laptop and the sound of a swift power-down. Again, if your important data is stored in the cloud then you have a backup plan in the event of a tea storm.
Theft
This next example is another frustrating way that human error can mean a serious loss of data. It’s easy to imagine and sadly has happened to most people at one time or another – the laptop that vanishes from under your seat during lunchtime at a busy café, the mobile phone lifted from your back pocket on the train or the ground floor window smash and grab burglary that steals your desktop computer. The easiest way to ensure data is protected from loss in these scenarios is to backup files and make sure data is stored in the cloud as well as physical devices.
Technical Issues
The second category is another common reason for data loss and is often connected to human error. Below are some of the most commonly occurring technical issues behind what causes data loss.
Loss of hardware
You’ve been entrusted with the USB stick for an important business presentation. You’re running late to the meeting and just make the train on your way there but you forget the USB at home in the rush. This is a potentially stomach-churning moment, especially if your team is eagerly waiting for you with the presentation. All is not lost, again if the file has been shared with your team on the cloud and the USB was just a backup.
Hardware failures
The following hardware failures could follow the same pattern as the previous one, except the USB gets damaged and you can’t access the presentation. Alternatively, the presentation data could be stored on a hard drive that could be dropped or broken. In the event that yourhard drive isn’t working there is luckily still a way to recover your data. Also, if technical issues cause physical damage to hardware (e.g., laptops, mobiles, hard drives or USB sticks) you could still avoid losing important or sensitive data if your files are backed up or saved in the cloud.
Viruses and malware
Computer viruses are another common story when it comes to how important data is lost. For example, you open an email from a colleague with a link that points to an interesting-looking article, but it turns out to be a phishing scam. Clicking on the link enables the virus to access your computer and causes a serious data breach that means sensitive information about your business could be stolen, corrupted or deleted. Phishing scams are one of the most common ways that a virus makes its way onto someone’s computer. You can increase data security, stop computer viruses causing lasting damage and prevent data loss by ensuring you have anti-virus protection on your devices.
Environmental Issues
The final category in our list of data disasters includes the least common reasons for data loss but, nonetheless, these are serious issues that should be protected against.
Fire
The first scenario is one we all hope never to find ourselves in. You learn of a technical fire in your office building that has destroyed the company computers. Fire damage is often beyond repair so in this case it would have been essential to backup your files or store them in the cloud. Recovering data from a device that has been exposed to fire damage is incredibly rare. In this case, data recovery is unlikely unless precautions have been taken to backup data or store it in another secure location.
Flooding
Imagine the human error examples from earlier and magnify the effects of a spilt cup of tea. Joking aside, this is a huge problem faced by businesses when a burst pipe or other water damage on a large scale causes serious financial implications from lost computers and data. In the case of water damage, it may sometimes be possible to retrieve important information, but this depends on the extent of the issue. As with cases of fire, backups and data stored securely elsewhere are ways to ensure data security in the case of flooding.
Natural disasters
The likelihood of an earthquake, tsunami or tornado tearing through your office depends on where you happen to be located. For most of us, this is unlikely but if you happen to be based at the bottom of an active volcano this scenario might be worth considering. Power surges from natural disasters such as lightning strikes might also cause technical glitches and power outages that result in files being lost. These natural disasters are, fortunately, uncommon causes of data loss but in the event of extreme weather scenarios, it’s worthwhile ensuring your files are safely backed up.
Tips for Preventing Data Loss
Below is a summary of our 5 key tips for preventing data loss.
Backup
Backing up means you have at least one more copy of all your important information and files stored in an alternative location to your main physical hardware such as in the cloud.
Partition your hard drive
This means creating separate data zones in your hard drive so that in the case of damage, or if one part crashes, there is a chance you can recover data saved elsewhere in the drive.
Use anti-virus software
Install anti-virus software on your laptop and other devices to prevent computer viruses and malware causing data loss. Keep the software updated so it runs effectively.
Protect your computer
This means taking precautions to avoid theft or damage to your computer from issues such as spilt drinks. Although accidents happen, ensure your computer is in a secure location at all times and avoid it being near any food or drink.
Disk defragmentation
Defragmentation tools prevent data from being broken apart and stored in fragmented files. Disk defragmentation can be an effective way to speed up processing time and avoid issues such as hard drives crashing that can cause loss of data.
Key Takeaway for Data Recovery
We’ve covered some of the most common (and extreme) scenarios that cause data loss and ways to make your data more secure. Our comprehensive guide also recommends some of the best ways that you can ensure your data is protected if the worst should happen. In the event of a scenario, it’s always best to ensure your files are backed up and if you do need help recovering lost data to contact industry professionals.
Datraction Can Help You Recover Permanently Deleted Files
If you need help recovering your data or tech support with how to access your files, get in touch with us today. Our team of specialists thrive on fixing even the most challenging of problems. Since setting up shop in 2012, we’ve become one of the UK’s most trusted and reliable services for data recovery. We’re experts in the field of data recovery and can help recover your files from any device anywhere in the UK.
