Among the issues that the data recovery procedure must address are:

– What are the possible failure scenarios?
– What data is absolutely critical, and must be saved?
– How often should backups be performed?
– When should one opt for full vis a vis an incremental or differential backup?
– Should backups be performed while users are working or when they get offline?
– Should backups be as per an automated scheduling process?
– How can the success of a backup be verified and the fact that it can be used?
– How long must backups be kept before reusing the medium?
– How long will it take to restore data from the last back up?
– Where would the backup media be stored?
– Would appropriate personnel have access to backup media for restores?
– In the absence of the System Administrator who will perform theses tasks?

This is not all. To create an effective disaster management plan, the organization must define its data management goals and requirements. Also, backups and restoration procedures must be developed with qualified and trained people. Most important, the organization must have a back up and restore administrator, whose job must be to perform all these tasks religiously.

The contingency plan should include detailed descriptions of the main system components, such as CPU, memory, video mode settings, drives, SCSI configuration, network card configuration, tape drive, etc. The plan must also include details of I/O, DMA, IRQ, and SCSI settings in detail.

The contingency plan will be incomplete if it does not include details of operating systems, service packs, OEM specific drivers, NetVault distribution media and a list of current patches. In fact, good system administrators insist on making detailed notes of each and every aspect of system configuration and administration. They realize how important this information can be in case of a system failure or collapse or when the system is being upgraded or changed.

Organizations that do not invest in data recovery processes are making a big mistake. They stand to lose valuable data; data that may be very difficult to recover or restore. It therefore makes sense to invest in data recovery procedure.

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Most often you are not able to recover data because you have not taken back ups or stored the data in a scientific manner. You must remember that the hard drive comprises of several magnetic disks spinning at phenomenal speeds. Even the smallest interference can cause damage to these disks, and lead to data loss.

That is why it is always advisable to partition your hard drive into several smaller drives such as drive C, drive D, drive E etc. The advantage of such planning is two-fold. One, you can store and retrieve information from these drives more efficiently; and two, some of these drives may survive damage in case the hard drive fails. You can then at least retrieve part of your data.

You should follow this method of disk partitioning even if you are told that drive failures are coming down today on account of smart technology that allows the computer to self-analyse and self-correct most problems. Data losses can happen for a variety of reasons. Some of the common reasons are: power failure, disk crash, software crash or virus in your computer.

Another point to remember is that prevention is always better than cure. You must take back ups of important documents, especially if you hear sounds such as rattling and scratching emerging from inside the computer. This basically means that your drive is about to crash. Also, you should store these back ups at different geographical locations. This way you will always have an extra copy kept safely.

You should also install the CHKDSK programme in your computer. This program will find and fix most basic Master Boot Record problems (MBR), provided it is run directly from a boot disk. MBR tells your computer how data is organized inside on the disk and also which partition to boot from. If one of your secondary hard drives has failed you can still boot directly in to Windows XP. Just run “CHKDSK /F” from the run command.

Usually Windows will automatically attempt to correct such problems without having to run this manually. However, sometimes windows will fail and so will you. At times like these it is best to reach for the yellow pages and call in an expert. Never attempt to fix hard drive problems yourself. You may end up losing more data.

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Fragmentation is more likely to happen if data is being constantly written and deleted on different segments of a hard drive. That is why all computer users are asked to defragment the systems once in a while to consolidate files and folders in a single, contiguous space.

Defragmentation not only helps you access files and folders more efficiently but it also consolidates free space and reduces chances of new files being fragmented.

You must remember that fragmentation is an ongoing activity that occurs whenever you create a new file or store a new application. The computer, on its own, looks for available space after every task is completed and writes data on the available space. As time passes, the data on your disk slowly gets scattered, and the computer starts taking a little more time than normal in retrieving data.

Sometimes, you may have a very large file that has been written in different locations on your hard drive. Defragmentation can help to consolidate it in a contiguous location. It will be stored more efficiently and will be easier to recover, in the event of data loss.

Data recovery can help you to search for files that have been deleted and to restore them. But this can only happen if the files are contiguous. In fact, one of the common hurdles that data recovery programs run into is fragmentation of data. All these programs assume that that all files are contiguous and are stored in consecutive sectors.

The Windows operating system comes with a disk management utility called the Disk Defragmenter that can scan and rearrange the files stored on the disk to reduce fragmentation. Depending on the capacity of the hard disk and the amount of data stored on it, this process may take anything from half an hour to five hours.

You can schedule disk defragmentation for periods when you are not working on your computer, but ensure that there is a power backup, in case there is an unforeseen power failure. Defragmentation is even more important if you copy and delete files or install and un-install files frequently. This will help to ensure that the data on your hard drive is not fragmented too much.

In case your computer suffers from data loss, you will have better chances of recovering the data, if your hard drive has been defragmented regularly.

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A back up utility is a program that makes copies of your data on a specified destination even as you continue to do your work. It may be inbuilt into your operating system like Windows XP or you may buy a third party product. In any case you have to tell the program what all it needs to save and where to save it.

Your backup destination should ideally be external to your own hard drive. High-capacity detachable media, like CDs, tape drives or DVDs are good choices. Auxiliary hard drives and RAID set ups can also be considered.

Data back ups can cost much, so you need to be selective about what you really need to save. Typically the following are what usually need to be backed up:

– Career and personal projects
– Financial records
– Digital music collection
– Photo and video files
– Web browser bookmarks
– Address book
– Email and other correspondence
– Downloaded software purchases (remember you do not get an installation CD)

You also need to know the kinds of backup methods that can be installed. Some of the popular ones are:

1. Full or archival backup: In this, a full copy of your data is made every time, regardless of change. This is the most comprehensive type of backup, but also the most time, space and power consuming.

2. Differential backup: This backs up only the files that have been modified since your last full backup. This is almost as good as a full backup, and requires less time and space. However, there is redundancy in subsequent backups, because the same changes get stored over and over again with the most recent ones.

3. Incremental backup: This backs up only the files that have been modified since the last backup of any kind. This is quick and takes less space. It is very useful if your target is to save changes made on recent active files.

4. Periodic backups: These backs ups are made at regular intervals. This is a very simple option and just right if you deal with files.

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You can imagine the state of a writer who loses a large part of his manuscript because of a hard drive crash. He may find it very difficult to recreate this lost data. The loss is even worse if the data that is lost comprises of personal images, audio and video files developed over the years

The same thing applies to businesses. Businesses store important information like financial records, customer data, plans and budgets and marketing collateral on computers. As more and more important files are stored on computer media, the need for a sound backup strategy becomes increasingly critical.

You need to plan your backups meticulously. For this, you can use the schedulers to draw up a back up schedule depending on how often you use your computer. One backup a day may be required for a business computer, while one backup a week may be sufficient for a home computer.

You must ensure that you have good anti-virus and anti-spyware software that is updated regularly. Hard drives can fail over time and need to be checked for bad sectors and errors.

You should also search for backup software that is reliable and easy to use. Read reviews and study the websites of different vendors to look for superior features and assurances of quality. Cheaper software may not be effective and you may end up losing your valuable data.

Choose a high quality medium that can be depended upon to store your data. You may have the best software and create backups very frequently, but it will all be useless if the medium on which you store your data is not reliable. To test the reliability of the medium you need to do test restores from it regularly.

You need to check the integrity of the restore to ensure that the data can actually be restored if there is a crash. The best way to do this is to buy a product like WinBackup 2.0 that is capable of bit level verification. The software first creates a backup and then verifies that each and every bit of data has been copied.

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Data can be lost on account of any one of the following reasons:

1. The hard disk is corrupted by viruses.
2. Hard drives get corrupted or damaged during an upgrade.
3. Sometimes there may be data loss when a hard drive is being formatted
4. Multiple hard drive failures in a RAID array too can lead to data loss.
5. Hard drives can get physically damaged in accidents or on account of careless handling.
6. Sometimes nature lends a hand in the form of natural disaster like flash floods and lightning that may damage the hard drive.

Fortunately, there are ways to fight data loss. These make it possible for you to save your data when your drive malfunctions. Here are ten tips that you can follow:

1. Take periodic back-ups of your critical files. CDs are a small investment compared to what it may cost you to lose priceless data.

2. Store your backup data at a different geographical location. This way, if you have a disaster like a fire at your office both your hard disk and backups will not go up in flames.

3. Install an Anti-Virus Program to keep your system virus-free.

4. Use power surge protectors. A sudden surge in power can potentially cause a hard disk failure.

5. Never try to install, investigate or repair hard disks if you do not have experience in the field. You may cause more damage.

6. Remember to quit all applications before shutting down. Applications save data automatically before quitting. If you shut down without exiting your applications, you run the risk of losing your data.

7. Never use diagnostic programmes to repair hard drive problems. More so, if you feel that the problem in your hard drive has been caused by an electrical or mechanical failure.

8. Keep your computers and servers in locations where they are not likely to face physical hardships.

9. Most disk utility packages have a function that lets you retrieve an erased file. However it must be used immediately, because your computer will quickly write new data over the deleted file.

10. Windows operating systems store deleted files in the recycle bin. These can be restored as long as the recycle bin has not been emptied. This can be a useful back up if your system has been giving problems.

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You need to take the following protective steps if you want to avoid this happening to you:

– Operate your computer in a dry, cool, dust-free place. Placing your computer in a low-traffic area will protect your system and storage media from harmful jarring or bumping.

– Create regular backs ups. Make sure that the media is reliable.

– Use an uninterrupted power supply (UPS) or a surge protector. Sudden surges of power can ruin your machine.

– Scan regularly for viruses. They can cause serious data loss. It is always advisable to install virus detection software in your computer.

– Be alert to unnatural sounds. If you hear any, turn off your computer immediately and call a professional. Never try to attempt any repair work unless you have adequate knowledge. Amateurish attempts can be your nemesis.

– Invest in data recovery programs.

– Be especially careful about your hard disk drive. That is where your date resides. Remember hard disks are sensitive pieces of machinery. You should make take care to see that your hard disk drive is not subjected to falls and tosses.

– Static electricity is a silent enemy that can ruin the wiring inside computer chips and transistors. Make sure that none accumulates on your hard disk.

– Taking back ups is not the only thing you must focus on. Ensure that your storage media is well looked after too. If your back up is lost so are you.

– If you use tapes, keep them boxed upright until you need them. Exposing them to natural elements could affect the tape’s dependability. Never load a tape that you suspect may be damaged. Not only will your tape be affected, your machine will be damaged too.

– Extreme temperature can ruin your tapes. Keep them at room temperature. Excessive heat can shrink the plastic used in tapes and cause irreversible damages.

– Avoid magnetic fields as they can erase the information stored on your tapes. Keep them away from speakers, microwaves and printer heads.

These are not difficult practices to adopt. But they can generate great returns.

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It is therefore important for all computer users to guard against hard drive crashes. They can do this by trying to predict failures through SMART, which is the acronym for Self-Monitoring Analysis and Reporting Technology. They also need to understand the reasons for computer failure so that they can take adequate precautionary measures.

The hard drive failures can be categorized as predictable and unpredictable. Predictable failures are mostly mechanical and are likely to happen gradually over time. Some of the causes for mechanical failure are motor breakdown, poor circuit board connections, bad solder joints, head crashes, head contamination, worn bearing, poor servo positioning, etc.

Unpredictable failures are caused by static electricity, power spurts, accidents, electronic component failure, etc. There is nothing that can be done to predict or avoid these failures.

But mechanical failures can be prevented by monitoring the performance of hard drives with SMART. The user gets to know of problem early and can either repair the hard drive or replace it before data loss occurs.

SMART technology is now considered an industry standard for drive manufacturers, and is built into most ATA and SCSI hard disks, making it possible for users to monitor the health of their hard drives. The technology also lays down reliability prediction parameters.

These parameters, which should not be exceeded under normal circumstances, include drive temperature, distance between the heads and the disk platters, motor and servo mechanisms, recalibration, faulty sectors, etc. Some attributes are considered to be critical, while others are considered to be only informative. Also, the higher values indicate high reliability and lower values are indicative of lower reliability.

At present SMART technology is capable of detecting about 70% of hard drive errors. The main failing of SMART is that it does not inform the operating system or the user about problems in the drive; and because SMART status is often not monitored many disk problems go undetected until it is too late.

All computer users must use SMART technology. This is the best way to get advance warning about an impending drive failure, and take necessary action. Those who don’t end up losing valuable data.

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Overheating results from the spinning of the drive. Modern disks spin at an amazing 7200-10,000 RPM. This causes heat to build up; internal temperatures often reach 70 degrees Celsius.

Computers do have internal temperature sensors and inbuilt cooling but hard disk drives can withstand temperatures up to about 55 C. Anything more can seriously threaten your hard drive and data stored on it.

To understand why overheating is so dangerous for a hard drive, you need to take a close look at the drive and its various components. The parts that are likely to get damaged are:

The Platters: The data inside the drive is stored on the magnetic surface of platters called disks. When the temperature inside rises, the magnetic platter expands and develops micro cracks thereby damaging the data on the surface.

The Read/Write Heads: The read/write heads read from, and write data on, the platters. They float over the platter on a cushion of air. When the air inside heats up, the distance between the platters and the heads decrease and often results in a head crash.

The Head Actuator: The head actuator is a device attached to the heads that is responsible for their moving around the platters. Over heating damages it like it does all other hard drive components. Head actuator failure directly affects the hard drive performance.

Controller Chip: The circuit board attached to the outside of the Head Drive Assembly (HDA) has the Spindle Motor and Voice Coil Motor controller chip soldered into it. Even a small temperature jump can lead to the burning of SM and VCM controller chip thereby hampering internal movement and causing an inevitable crash.

That is why the best internal temperature for your machine is under 40C. It can work its way up to 50, but beyond that you enter danger zone. So it is important that you keep your drive properly cooled and ventilated. Even though manufacturers provide internal cooling with fans and coolers, it is always advisable to add on to the basic and increase the drive’s life. There are scores of coolers available at the computer stores. By helping your drive keep its cool, you increase its stability and eliminate the chances of a crash.

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Such a company can set up proper data protection systems, and assist the organization in retrieving lost data. However, it is important that the right company is located for this work. Some of the points you need to look into before hiring a data recovery company are:

1. Facilities: Check if the data recovery company has the right equipment and facilities to deal with your data recovery needs. Among other things, such a company should have:

a. Laboratories that are dust free and disk friendly: This is important because hard disks are very sensitive and can be easily damaged by something as seemingly incongruous as a particle of dust.

b. Mechanical Cleanrooms: The company must own integral equipment such as magnetometers to manually extract the bits from your media.

2. Partnership: A company should tie up with those a data recovery centres that offer long-term services to customers. A long-term relationship ensures that the data recovery company plays a proactive role in data maintenance.

3. Awareness of needs: A company must be aware of what its needs are before it approaches a data recovery company. Some companies specialize in optical media, others in magnetic media, while yet others are adept at handling tape storage.

4. Look for expertise: It is best to ask about the qualifications of the engineers in a data recovery company. This will ensure that the data is in safe hands.

5. Get them to do a free diagnostic evaluation of your computer to find out if they are up to the task. If they are, these companies should guarantee that they will get your data back. If they fail you should not be charged. Before you pay for the service rendered get a list of recoveries that are made from your system.

6. R&D: The company should have sophisticated research and development programs and be factory authorized with DLT, SDLT, JAZ and ZIP.

Once you find a data recovery company that meets these requirements you must not hesitate. You must hire it even if its charges are slightly high. It is a decision that you will not regret, because you would have found a way to save your data.

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