How Do Data Loss Occur And How Do You Prevent It?

Data Loss Is Not A Small Thing

The impact of a data loss on a business can be visualized if you consider a manufacturing operation with over a thousand employees, whose pay details are kept in the company's computer system.

Imagine what could happen if these pay details become inaccessible owing to system problems, operator errors or a malicious virus attack. Reconstructing the details is not going to be a short-term operation.

Yet such reconstruction is unavoidable not only to pay the employees correctly but also to comply with regulatory requirements under employment and taxation laws. The cost of such a reconstruction is going to be a major expense item for the company, not to mention the disruption to business operations.

On the other hand, if the company had taken proper actions to make recovery of the lost data possible, the time, business disruption and money costs would be insignificant compared to a complete reconstruction from scratch.
How Data Gets Lost

An awareness of the different ways data could get lost should be the starting step in organizing your defenses. So we look at these first.

Data stored on a computer disk can be lost in several ways.

• User Action


• The computer user deletes a data file or computer program thinking that it is no more needed. It could later turn out that the deletion was premature.


• Accidents


• User deletes file or program, but not with full awareness of what he is doing. For example, a blanket deletion of a large number of files could result in deleting some important files that the user would not have consciously deleted.


• The files or programs were stored on removable storage media like floppy or compact disks or USB drives that were misplaced and could not be found when needed.


• Errors made by network administrators and other administrative persons could lead to the loss of important files or programs that their users might not have deleted.


• System or Infrastructure Problems


• Power could fail before the data could be saved to permanent memory and the user might be unaware that it has not been saved.


• Different kinds of hardware failure, such as contact between the read-write head and the rotating disk platter in a hard disk drive (in normal operation, there is a minute cushion of air between the two), could lead to the data on the disk becoming unreadable.


• Software crashes, as when an application or the operating system suddenly gets stuck halfway through a work session, could result in the work not being saved.


• Data corruption as when the file system or database gets corrupted and the data in the files or database becomes unreadable, or when unintended changes during transmission or retrieval results in erroneous data.


• External Factors


• A natural disaster like an earthquake, flood or tornado destroys the equipment including the data storage media.


• External Interference


• A worm or virus attack results in damage to data


• A hacker intrudes into the system and erases/damages the data


• A thief steals the physical media

• Taking backups after every change


• Selecting the media to store the backup, having regard to the costs and recovery steps involved


• Keeping track of what data is on what media and which are the latest ones


• Auditing the backup procedures and media to ensure that they are indeed reliable

• Media for storage could be magnetic tapes (least expensive but slow retrieval), hard disks (fast retrieval possible but was comparatively quite expensive until recent times)


• Data could be backed up fully, or incrementally, or continuously, with different cost and recovery implications


• The backed up data could be stored in a way that enables immediate online access or in offsite vaults or disaster recovery centers


• Remote third party backup services could be utilized getting the benefit of their expertise and facilities

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