Almost every PC user loses data from time to time. Planning ahead can significantly reduce the frequency and the seriousness of such losses. Contrary to popular perception, human error is not the leading cause of data loss. Software Management Solutions, a trade magazine, recently reported that mechanical failures in the drives or heads and power failures cause 44 percent of the data loss. Human error accounts for 32 percent, software problems for 14 percent, viruses for seven percent, and natural disasters for three percent. Being a careful computer user does not protect against two-thirds of all data loss problems.
Backing up a system with a tape drive is the single best safeguard, but it is not sufficient by itself. On-track Data International, an international data recovery firm, estimates that 80 percent of tape back-ups fail or are not available when needed. The tapes may be unusable because they are old, worn, or broken, or have been exposed to heat, humidity, or light. Sometimes a system problem has prevented data from being recorded. This may be due to failure to start the backup, dirty magnetic heads, corruption of the back-up software, or the installation of a new PC that is not compatible with the back-up system.
For protecting PC data, we have gathered the following suggestions from a variety of sources:
- Periodically vacuum the vents and clean the screen, keyboard, and casing with a clean cotton cloth and alcohol (not soap) and then wipe with anti-static fluid.
- Keep food and drink away from the PC.
- Use switches for frequently changed connections rather than disconnecting and reconnecting cables.
- Regularly scan the hard drive for errors and correct them.
- Install a surge protector.
- Shut down all applications before turning off the computer.
- Install, regularly update, and use anti-virus software at least monthly.
- Put static protection pads on the floor around the computer.
- Back-up the entire system before installing new software.
- Store diskettes and back-up tapes away from electric motors, speakers, phone handsets, monitors, TV screens, and transformers.
- Make two back-ups of very important information and store one off-site.
- When entering data, back-up frequently and do a daily back-up onto tape at the end of each day.
- Do a test restore at least monthly.
- Identify an outside data recovery expert before one is actually needed.
