Data recovery is the process of restoring lost, corrupted, accidentally deleted, or otherwise inaccessible data from secondary storage devices and returning it to its original, accessible state (https://en.wikipedia.org/wiki/Data_recovery). It is an important process for recovering valuable data that may have been lost due to hardware failure, accidental deletion, corruption, or other events.
Having a proper data backup plan in place is critical for protecting against data loss. Backups create copies of data that can be used to restore the original files if something happens to the live data. There are many options for backing up data, both on-premises and in the cloud, that provide an essential safeguard for individuals and organizations. Performing regular backups and testing restoration allows recovery of data quickly and reliably when needed.
Causes of Data Loss
There are various causes of data loss that individuals and organizations should be aware of. Some of the most common causes include:
Hardware failure: Hardware components like hard drives, SSDs, and RAID arrays can unexpectedly fail, resulting in permanent data loss if backups are not available. Hard drives have moving mechanical parts that wear out over time, making them susceptible to failure. Solid state drives also experience gradual performance degradation and can randomly fail without warning.
Accidental deletion: Users may accidentally delete important files and folders, or even format entire drives. Accidentally pressing the delete key or selecting the wrong files to delete can easily lead to data loss.
Malware and ransomware: Viruses, spyware, and ransomware can all cause data loss in different ways. Malware may corrupt files or encrypt data, while ransomware specifically locks files and demands payment for decryption. [1]
Natural disasters: Events like fires, floods, earthquakes, storms and power outages can damage computer equipment and make data inaccessible. Geographic areas prone to specific natural disasters are at particular risk.
Other causes include software corruption, accidental formatting of storage devices, and theft or damage of computers and storage media. Organizations face additional risks from insider security threats. Having robust backup systems in place is crucial to mitigate the potential impact of any data loss incident.
[1] https://www.neweratech.com/us/blog/10-common-causes-of-data-loss/
Data Backup Overview
Data backups are one of the most critical aspects of any disaster recovery or business continuity plan. Backing up data provides a way to restore critical systems and information in the event of data loss due to hardware failure, cyber attacks, natural disasters, or human errors. According to TechTarget, “Because of ransomware, data centers must increase the frequency of backups — once a night is no longer enough.”
There are different types of data backups that serve different purposes:
- Full backups – A complete copy of all data
- Incremental backups – Copies files changed since last full or incremental backup
- Differential backups – Copies all files changed since last full backup
The ideal backup frequency depends on data criticality. For mission-critical data, daily or even hourly backups may be recommended. For less critical data, weekly or monthly backups may suffice. According to ConnectWise, “Finding the right cadence comes down to your specific business needs.” Testing backups regularly is also an important best practice.
Choosing the right backup media is also key. Options include disk, tape, cloud storage, and more. Each option has pros and cons to consider in terms of cost, speed, capacity, security, and accessibility.
Data Backup Methods
There are three main methods for backing up data: local backups, cloud backups, and hybrid backups. Each method has its own pros and cons.
Local Backups
Local backups involve storing data onsite using external hard drives, USB drives, CDs/DVDs, or a dedicated backup server. The main advantage of local backups is speed and accessibility – you have direct control over the backup device and can quickly restore data in the event of data loss. Local backups also avoid reliance on an internet connection. However, local backups are at risk if the same event that damages your original data also affects your backup device. For example, theft, fire, or natural disaster could destroy both the original data and the backup. [1]
Cloud Backups
Cloud backups store data remotely on servers maintained by a third-party cloud backup provider. This protects against site-specific risks like fires or theft. Cloud backups provide easy offsite access from many locations and devices. However, bandwidth limitations mean cloud backups are slower than local, and an internet outage prevents data recovery until connection is restored. There are also ongoing costs for high volumes of cloud backup storage. [2]
Hybrid Backups
Hybrid backups combine local and cloud storage. Data is backed up locally first for fast recovery and stored remotely on the cloud as a redundancy against local failures. This provides the accessibility of cloud with the speed of local. However, hybrid backups require more overhead to manage both local and cloud systems. There are also still limitations if internet connection is disrupted.
Data Backup Software
There are many excellent backup software options available for both personal and business use. Some of the most popular and highly-rated backup software includes:
For consumers:
- Acronis Cyber Protect Home Office – Offers full image and file backups for PCs, Macs, iOS and Android devices. Reviewers praise its intuitive interface, flexible backup options, and ransomware protection (Source).
- Macrium Reflect – A free Windows backup program that creates full system images and file backups. It gets high marks for being easy to use while still offering advanced options (Source).
For businesses:
- Veeam Backup & Replication – A comprehensive backup solution designed for enterprises, with features like backup copy jobs, ransomware protection, and cloud integration (Source).
- Druva Cloud Platform – A SaaS platform focused on data residency and compliance. Reviewers praise its intuitive interface, security, and scalability (Source).
Data Recovery Software
Data recovery software is an important tool to help recover lost or deleted files from your computer, external drives, or storage media. Some key things to know about data recovery software:
- It scans your device to find and restore deleted files that are still present on the hard drive or storage media. This includes files deleted from the Recycle Bin or Trash.
- Most data recovery software can restore a wide variety of file types like documents, photos, videos, and more. Some focus specifically on photos or Outlook files.
- Leading options like Recuva, Stellar Data Recovery, and Disk Drill offer user-friendly interfaces and powerful scanning to find deleted files.
- Recovery success depends on the software capabilities and condition of the device/media. The sooner it’s run after deletion, the better.
- Most paid versions offer better scan filters, previewing files before recovery, retrieving more file types, and other advanced features.
- Free data recovery software provides basic functions but lacks some capabilities of paid solutions. They can still recover common file types.
Overall, data recovery software gives you the best chance to restore lost files, photos, or other data. Choosing a reputable program and running it quickly after data loss gives you the optimal results.
Professional Data Recovery Services
In more complex cases of data loss, such as physical damage to a hard drive or severe logical corruption, it may be necessary to utilize professional data recovery services. Companies like DriveSavers and Ontrack specialize in recovering data even from drives that are not functioning.
Professional data recovery can cost anywhere from $300 to over $3000 depending on the extent of the damage and type of drive. The process involves opening up the drive in a dust-free clean room and repairing or bypassing any physical damage. Specialized equipment and software are used to read raw data off the drive platters and reconstruct files.
The pros of professional data recovery are very high success rates, the ability to repair drives with physical damage, and access to proprietary tools and techniques. The cons are the high cost and longer turnaround time of 1-2 weeks or more.
Professional services should be used as a last resort when DIY software cannot recover the data, or there is mechanical failure. They are especially useful for critical data recovery from larger enterprise drives or RAID arrays where in-house options are limited.
Data Recovery Best Practices
When it comes to best practices for data recovery, there are some key do’s and don’ts you should follow both before and after experiencing data loss. According to Stellar Info, some pre-data loss best practices include:
- Create regular backups – Backing up your data regularly is critical for being able to restore it in the event of data loss. Use the 3-2-1 backup rule – 3 copies, 2 different media types, 1 copy offsite (StellarInfo.com)
- Disconnect storage devices immediately if you suspect data loss – Stop using the drive or system right away to avoid overwriting deleted data (StellarInfo.com)
- Have a recovery plan in place – Being prepared for data loss scenarios can help you act quickly and avoid common mistakes (IBM.com)
Some don’ts before data loss include:
- Don’t continue using a drive or system that is experiencing data loss issues – This can overwrite deleted files and make recovery much more difficult (Nordic-Backup.com)
- Don’t attempt recovery without proper expertise – Well-meaning attempts by amateurs can sometimes make data loss worse (Nordic-Backup.com)
After data loss has occurred, some do’s include:
- Bring devices to a professional data recovery service immediately – The sooner recovery is attempted the better the chances of success (Nordic-Backup.com)
- Follow recommendations from recovery experts – They have the expertise to retrieve data safely and avoid common mistakes (StellarInfo.com)
Some post-data loss don’ts:
- Don’t attempt your own recovery without expertise – This can cause further data loss and reduce chances of a successful recovery (Nordic-Backup.com)
- Don’t download recovery software or attempt fixes – This can overwrite deleted data and complicate professional recovery efforts (Nordic-Backup.com)
Following these pre- and post-data loss best practices can greatly increase your chances of a successful data recovery.
Case Studies
Data recovery companies frequently publish case studies highlighting their successful recovery operations. These case studies provide real-world examples of data recovery practices in action.
For example, Werecoverdata published a case study about recovering lost footage for an oil and gas company. The company lost over 5 months of seismic survey data due to a faulty backup tape. Werecoverdata was able to fully recover the lost seismic data, allowing the oil company to avoid re-surveying the area.
Another case study from Stellar Data Recovery details recovering lost photos from a damaged SD card. The SD card became corrupted during a vacation, leading to panic. Stellar used proprietary technology to scan the SD card and extract the photo data, recovering over 80% of the files. The client was extremely satisfied to regain their lost vacation memories.
Not all case studies highlight success stories. Some provide cautionary tales about improper backup practices resulting in permanent data loss. These examples underscore the importance of comprehensive data recovery planning to avoid catastrophic data failures.
Conclusion
In summary, having a comprehensive data backup and recovery strategy is crucial for protecting important files and information. As highlighted throughout this article, there are many causes of potential data loss, including hardware failure, accidental deletion, malware, and natural disasters. While data recovery is possible in some cases, it can be an expensive and time-consuming process with no guarantee of success.
The best approach is prevention through regular backups, both locally and in the cloud. Following best practices around backup frequency, storage media, encryption, and redundant copies allows quick restoration when data loss occurs. Well-planned backups also enable recovery of previous file versions if needed.
Additionally, understanding what actions to avoid after data loss gives any recovery effort the best chance of retrieving files intact. While DIY software tools can help in some scenarios, for business-critical and complex cases it is advisable to consult a professional data recovery service.
By taking proactive steps to back up important data on a regular basis, individuals and organizations can have peace of mind that their files and information are protected.