While data loss affects everyone who uses a computer, it is especially problematic for those who use word processing software. This post listed 5 easy technical support tips to prevent data loss.
There is nothing more frustrating than losing the important documents that you’ve spent so such time creating — especially if you’re same most users who create documents directly on the machine and don’t have the benefit of a handwritten copy.
I regularly receive questions from users who need to recover lost files, and, unfortunately, at that saucer it is too late to help, as the damage is already done. The only sure-fire way to recover lost files is to restore them from a backup, and that is ground it is so important to have a system to prevent data loss.
Ways to Prevent Data
1. Never store your documents on the same drive as your operating system
While most word processors will save your files in the My Documents folder, this is the worst place for them. Whether it is a virus or software failure, the majority of computer problems affect the operating system, and oftentimes the only solution is to reformat the drive and reinstall the operating system. In such an instance, everything on the drive will be lost.
2. Back up your files regularly, no matter where they’re stored
Just storing your files in a different location than your operating system isn’t enough; you need to create regular backups of your files, and let’s face it, even your back up is subject to failure: cds get scratched, hard drives break, and floppies get erased.
3. Beware of email attachments
Even if you’re certain they don’t contain viruses, email attachments can cause you to lose data. Think about it: if you receive a document with the same name as one on your drive, and your email software is set to save attachments in the same location, you run the risk of overwriting the file that’s already there. This often happens when you’re collaborating on a document and send it via email.
4. Beware of user error
We don’t like to admit it, but we often engineer our own problems. Take advantage of safeguards included in your word processor, such as versioning features and tracked changes. A common way users lose data is when they’re editing a document and accidentally delete portions — after the document is saved, the portions that are changed or deleted are lost unless you’ve enabled features that will store changes for you.
5. Keep hardcopies of your documents
While it won’t prevent you from having to type and format your document again, a having a hardcopy will at least ensure you have the contents of the file — and that is better than having nothing at all!
