6 Ways of Data Loss Preventions

 6 Ways of Data Loss Preventions

While data loss affects everyone who uses a computer, it is especially troublesome for those who use word processing software. Losing the important documents you've spent so much time creating is frustrating, especially if you're like most users, who create documents directly on your computer and don't have the benefit of a handwritten copy. Questions and stories about lost file recovery abound in online forums and bombard technical support departments. The only safe way to recover lost files is by restoring them from a backup. This is the reason why a system to prevent data loss in the first place is so important. Here are five ways to keep your word-processed documents safe.

1. Never save your documents on the same drive as your operating system

Although most word processors store their files in the My Documents folder, this is the worst place for them. Whether it's a virus or a software glitch, most computer problems affect the operating system, and often the only solution is to reformat the drive and reinstall the operating system. In such a case, everything on the drive will be lost.

 

Installing a second hard drive in your computer is a relatively inexpensive way to solve this problem. A second internal hard drive will not be affected if the operating system is damaged, and can even be installed on another computer if you need to buy a new one; plus, you'll be surprised how easy it is to set it up. If you are skeptical about installing a second internal drive, an external hard drive is a great option. An external disk drive can be connected to any computer at any time simply by connecting it to a USB or Firewire port. Many external drives also have the added benefit of one-touch and / or scheduled backups; you simply specify the folders and the schedule, and the software does the rest.

 

2. Back up your files regularly, no matter where they are stored

It is not enough to store the files in a different location than your operating system; you need to create (regular) backup copies of your files. And let's face it: Even your backup is subject to failure: DVDs get scratched and hard drives break. It makes sense to increase the chances of being able to recover a file with a second backup; If the data is really important, you might even want to think about storing a backup in a fireproof vault.

 

3. Beware of email attachments

Even if you are sure they are virus-free, email attachments can cause data loss. Think about it: If you receive a document with the same name as another on your drive and your email software is set to save attachments to the same location, you run the risk of overwriting the file that is already there. This often happens when you collaborate on a document and colleagues send email updates. So be sure to configure your email program to save attachments to a single location, or if it doesn't, think twice before saving an email attachment to your hard drive.

 

4. Beware of user errors

We don't like to admit it, but we often design our own problems. Take advantage of the security measures included in your word processor, such as versioning features and tracking changes. A common way that users lose data is when they are editing a document and accidentally deleting parts. After saving the document, the parts that are modified or deleted are lost unless you have enabled functions that store the changes for you.

 

If you do not want to interfere with advanced functions, use the F12 key before starting work to save the file under a different name. It's not as organized as some of the other methods, but it is a useful hack.

 

5. Go to cloud

Storing files and their backups in the cloud, that is, on a remote server, is increasingly common. It offers many benefits, such as generous space allocation, ease of use, access from anywhere and from whatever device you are using, and reliability. Cloud storage services back up their own servers, so there is a double layer of protection for files stored this way. For these reasons, cloud storage is increasingly the best option for most people.

There are several free mainstream options:

 

• Google Drive offers 15GB with each Google account.
• Mac users get 5GB with iCloud, which is built into all Apple devices.
• Microsoft provides 5BG of space with OneDrive, which comes with Office 365 and Xbox accounts.

 

If you have more than that to store, the services above offer payment options, as do many other cloud storage companies.

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6. Keep hard copies of your documents

It's not fancy and it won't stop you from having to retype and format your document, but keeping a hard copy of an important document will ensure you at least have the contents of the file - and that's better than having nothing at all.