s most people in the business world know by now, losing data stored on computers isn't just an
inconvenience. The loss can stymie important projects, expose the company to legal problems or, in some
cases, erase years of painstaking work.
Fortunately, preventing the loss of computer files -- or recovering them after a mishap -- does not necessarily
require a lot of money. Some peace of mind can be achieved by the least technically minded
businesspeople. Essential loss-prevention steps...
Duplicate all important data. Many backup systems are on the market, most in the $300 to $2,000 range.
What's most important isn't the type of system a company buys -- but how regularly it is used.
Important: Put one person in charge of managing the process to ensure that all computer users back up their
files.
If the job is left to individual employees, some of them are bound to fail, if only because they forget under the
pressure of work.
In the case of irreplaceable data, backups should be made several times daily. With less important
information, weekly or semiweekly backup is adequate.
Serious mistake: Putting blind faith in a backup system, only to discover that it hasn't worked properly for the
past several weeks or months.
To make sure the backup system is accurately duplicating data, instruct the person in charge to test the
system at least once a month. Tests should also be made immediately if the backup system has been
recently installed or modified.
It is also prudent to store duplicated computer files off-site. Reasons...
If a fire or other type of accident destroys the company's computers, backup files will be safe.
When backup files contain proprietary information, it can be risky to leave them in the main office area.
Maintain hardware -- and software -- fastidiously. Since files are often lost because of mechanical problems
with the computers themselves, it is critical to give the machines constant, thorough maintenance. As a rule,
go by the recommendations of the manufacturer or the company's computer consultant.
Give priority to maintenance of computers that store especially important files, such as financial data or
customer records, as opposed to computers used for word processing of nonsensitive correspondence.
Very helpful: Instruct employees to report computer malfunctions as soon as they occur and if the problem is
accompanied by a mechanical sound, to turn off their machine immediately. Computers that operate
improperly can damage data, and if use continues, damage can be irreparable.
Serious symptom: Persistent clicking sound when the hard drive is in use. It can signal what technicians call
a "head crash," which is a malfunction of the hard drive itself. Left unchecked, a head crash can permanently
erase large chunks of data.
Also -- instruct employees not to ignore an error code when it appears on their computer screen. These are
red flags that may signal problems with hardware, software or an attempted application. Unless employees
are technical experts, they can't distinguish between codes that indicate a minor problem and those that
signal impending loss of data.
Challenge: Employees often learn just enough of a program to do a few tasks but aren't skilled enough to
avoid the occasional loss of files. The only solution is to make sure computer users are up to speed on the
specific software they are using.
Essential: Install anti-virus programs to screen out lines of harmful computer code that malicious
programmers try to inflict on unwary users. Make sure the anti-virus software is regularly updated so it is able
to detect new viruses. Most major anti-virus software vendors offer a subscription-based update service.
Effective anti-virus programs can cost less than $100, and many are included in packages of other software.
It's important that all computers are equipped with these programs because in most offices disks are
routinely traded among machines.
Also install surge protectors on all computers. These inexpensive devices (typically $15 to $50 each) help
protect the machines against sudden peaks in electrical current, which can damage or destroy data. More
sophisticated protection should be considered for servers.
Set up effective recovery systems. It's natural to panic when a computer file is lost. Most users can take some
comfort in the fact that today's technology can often recover all or part of it.
For minor problems, consider using one of the commercially available data-recovery programs, most of
which cost less than $150.
Examples: Norton Utilities and Central Point's PC Tools. Alternative: Call a professional data-recovery
service. These services can be found in the Yellow Pages under "computers." It usually pays to call in a
professional whenever...
The company doesn't have its own data-recovery software.
The software is installed, but you don't feel confident that an employee can run it.
The loss has occurred on a hard drive of a computer that's been physically damaged.
Typical cost... about $100 to $200 to recover data from a minimally damaged floppy disk to $20,000 to recover
files from a large computer network.
Caution: Since files are likely to contain sensitive information, use care in choosing an outside data-recovery
service. And, consider asking the data-recovery company to sign a confidentiality agreement that holds it
legally responsible in case its employees leak or misuse the data that they're seeking to recover.
