Prevention

How to Deal with Data Loss

By Michelle V. Rafter

It could happen to anyone. You accidentally delete something instead of saving it. Or your computer unexpectedly freezes. Or your old hard drive just up and dies. The result is a missing file -- or lots and lots of files – and data you’re not sure you’ll ever see again.

These days, many of us store our vital records, family photos, and other important files on our computers. Before you have a data crisis, it's best to know the basics of what to do if you experience data loss, who to call and how you can prevent it in the first place.

If you end up losing data, don’t lose hope. Just because data is missing doesn’t mean it’s gone for good. In some cases, computer experts can extract seemingly irretrievable bits and bytes from a computer. And believe it or not, you can too.

Try to retrieve files quickly
Whether you inadvertently delete a file or the computer freezes in the middle of an important document, the sooner you start looking for missing data the better, experts say. Sometimes all it takes is a peek in the Recycle Bin (in Windows) or the Trash (on a Mac), or remembering exactly where you filed it.

But what if that doesn’t work? You might not be able to see it but a file that’s been accidentally zapped is still there, hiding in an unused sector of your hard drive, says Chris Benson, a software engineer who started a Portland, Ore., computer repair business in 2004 called Geeks A Knockin.

Recovery software can help
One way to find missing data is with a data recovery utility -- a software program that scans a hard drive for deleted files. There’s a host of reasonably priced data recovery programs available online. One program he recommends is FreeUndelete 2.0, from OfficeRecovery. Ontrack Data Recovery, a leading data recovering software and service provider, sells a range of software including a “lite” version that’s good for finding up to 25 files. Information on other data recovery software, including free software, known as "shareware" or "freeware" can be found in reviews at websites such as TopTenReviews or Recovery Review, or by doing a Google search for “data recovery software.”

Hire a computer repair and recovery service
Understandably, not all of us are comfortable with trying to recover files on our own. If that’s the case, a national or local computer repair service like Geek Squad, Circuit City’s Firedog division, or Geeks A Knockin can do the work either remotely, at their office or at a local computer retailer. Rates vary by company, with some charging a flat fee and others by the hour. Fees at Geek Squad and Geeks A Knockin, for example, start at $129 for online diagnostics and repair.

In some severe situations where data is corrupted or lost, you may need to enlist the help of a data recovery specialist such as Ontrack. But be prepared to pay. This kind of recovery service can cost anywhere from $1,200 on up to $4,000.

Minimize loss by having a backup plan
The best way for consumers to minimize the effect of data catastrophes is to take a page from the business world and develop a plan to regularly backup your files, says Greg Nelson, a former software company owner and currently chairman of the Naples, Fla. chapter of SCORE, the small-business advisory group. According to Nelson, the best backup plans have several layers. He suggests start with the obvious, such as frequently hitting the “Save” key as you work. Also, make sure you set defaults on Microsoft Word, Excel or other often-used programs to automatically make copies of documents so if the computer doesn’t shut down properly you can get back to where you left off. To do this in Microsoft Word, for example, go to the "Tools" menu and click "Options," and then click on the "Save" tab. Make sure to check the box "always create a backup copy."

Here's how to take other precautions with your computer files to avoid data loss:

• Back up files to CD-ROMs, a memory stick or external hard drive. The more important your files, the more frequently you should back up, experts say. People who forget to back up or just hate the hassle can use programs that automate the process, such as Aj System Outback Plus 6, which backs up Microsoft Outlook while it’s open.

• Periodically perform a complete system backup of program and data files, so if your hard drive dies you can reload everything that was on it to a new one. For this type of backup, experts recommend using a program like Acronis True Image II Home, which creates an exact copy of your entire PC.

• Protect backup media. Keep CD-ROMs, memory sticks, or other backup media in a safe, secure place like a fire-proof box or safety deposit box.

• Store a copy of a complete system backup at a different location so a fire or natural disaster doesn’t destroy both your computer and backup. Or use an online backup service like @backup, DataProtector, iBackup, Xdrive or Iomega IStorage Online.

Build it into your budget to periodically upgrade to a new computer or at least a new hard drive. Because hard drives have motors that generate heat and vibration, they usually don’t make it past the three- to five-year warrantee period, says Benson. “After that they’re on borrowed time,” he says.

Not convinced you need to back up? Think again. Backing up today can save you from having to pay sometimes high fees for file retrieval in the future. “In the computer business we say there are two kinds of people," Benson says, "those who’ve had a data loss and those who are about to have one.”