How To Prevent Data Loss

How To Prevent Data Loss

To be blunt with you, data loss is fatal. Data loss means lost files and expensive recovery, which doesn’t promise to recover everything. How to prevent data loss before is too late?

If proper preparation is not in place for such a huge blow then expect to put your back out attempting to retrieve the data. If you’ve pre-planned, to be completely honest there will still be some back ache, but you’ll refrain from sustaining a serious injury. You have my word.

To be able to prevent data loss, first it’s good to understand what may cause this to happen in the first place.

Top reasons of data loss

1. Hardware of System Malfunction

Whist hardware advances pretty much every time we blink our eyelids, this doesn’t mean that it is impossible to keep up with. Hardware failures can be caused by a number of factors, some of which include: overheating, dropping of hardware, water damage and faulty components.

Steps can be taken to help avoid these issues, but the chances are that if fate has already taken it’s place, nothing will be able to prevent it.

2. Human Errors

According to the Egress’ Insider Data Breach Survey 2021, "Human error is the leading cause of serious insider data breaches in the UK, with 84% of organisations experiencing a security incident caused by a mistake".

What’s the easiest thing to do when something bad happens? Blame someone else! However, it’s true that sometimes, we all make mistakes and a lot of the time, without even realising. Users are prone to deleting files by mistake or move components and forget where they’ve placed it.

Unfortunately, this is something that pretty much everyone who works on a computer will experience at some point throughout their professional career. One simple mis-click and you’ve moved a totally random folder into another totally random folder and now that random folder is lost! And how do you find that random folder? Enter the professionals. Also enter, an expense.

3. Software Corruption

With the constant advance of technology, comes constant updates. With new updates, come new bugs. These bugs have the potential to cause serious damage to your data and may even corrupt everything you’re currently working on.

Much like with hardware, the coding behind a piece of software can get caught in a loop or become a whole new bug itself and whilst these things are tested prior to their release date, it is impossible to predict what other software every individual will also have installed on their system.


4.Natural Disasters

Fires, floods, earthquakes, power outages… This is the rarest form of data loss, although this should never be ruled out. No one ever expects a natural disaster to happen, hence the huge surprise and devastation when they do. A good plan of action for natural disasters can save a whole lot of worry and keep your peace of mind.

Best practices to prevent data loss


THE GOLDEN RULE. Backup everything and prevent data loss!

Backup the backup. Especially as a business, it is crucial to have at least three saved versions of every file you need in three different, safe places. Here comes the catch – backups can also become corrupt. If and when they do, never think that you’re safe because you’ve still got the main data because this is when you’re ultimately left vulnerable to huge data loss.


Malicious malware can be the cause of data loss. Many viruses are specifically designed to have your whole system crash down in front of you, so that they can retrieve your data. Some hackers will then try their luck at asking for ransom in return for your data. Between you and me, don’t trust hackers, that’s why they’re hackers in the first place.

Having up to date anti-virus software installed on your computer could be the difference between hours and hours of expensive downtime or making the most out of every second that you can as a company.

You’ll find that most viruses are aimed at the weakest link of a network which happens to be the end users. This is why it is important to maintain up-to-date education for your employees to know what is a potential threat to the system, such as downloading software and phishing emails.


UPS (Un-Interrupted Power Supply)

Power loss can come at any time, whether it be a problem throughout your building or an individual pulling the plug to charge their phone. Regardless of the cause, if data is still in transit when a machine dies, the file is likely to become corrupt. Whilst there are ways to prevent an employee from pulling the wrong plug, it is impossible to stop a city-wide blackout – preparation is essential.

The job of a UPS is a big battery that connects in-between your hardware and the mains power supply.

The UPS charges the internal battery, allowing them to be fully charged at all times. In the event that the incoming power supply is lost, the internal batteries will take over. The UPS will then tell the hardware to shut down safely and securely, ensuring all data is saved appropriately. If the mains power isn’t returned before the end of the internal battery life then the UPS will turn itself off. At this point all data will have been secured and will be ready once life has been restored.

If you have any further questions on data loss or need assistance preparing for such an event, please visit our Contact Us page or use our live chat option on our website and contact one of our Heroes.

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