Busting the top 5 data loss myths

Implementing a proactive data loss plan is like having an insurance policy for your business.  Data loss can occur in any business at any time as system as a result of corruption, human error, hardware or software failure.  It's an expensive issue that can profoundly interrupt day-to-day business.

Fortunately there are a variety of service methods available to help assess and recover data but because these kind of events never happens at a good time, it's best to be prepared with a proactive data recovery plan. You need to know in advance what options are available to you, where you are going to turn to and how you want to proceed with recovery so that any loss is minimised. Before you can achieve this however, you need to understand the nature of the problem and that requires working your way through a minefield of myths.

Myth 1: Because we have backups, our organisation doesn't have to worry about data loss.

Unfortunately, backup systems are not 100% reliable, so they can be affected by data loss the same way storage systems can.  Many are not real time so you can't count on all your critical data being up to date. In addition, having a backup doesn't mean you will be able to access all archived data due to the use of various file formats and numerous operating system updates.  For business continuity, security and peace of mind you should have a regularly checked backup system plus you need a data recovery contingency plan.

Myth 2: Our IT staff can handle recovery without the support of a third party vendor.

In some cases where the hardware is still properly functioning, commercially available data recovery tools can be successfully used by IT staff to recover lost data, providing they can access the tools and make time available immediately.  In other, more complex circumstances, data recovery requires a highly specialised skill set specifically addressing complex corruptions within storage devices, operating systems and file structures. Additionally, many data loss situations require the use of an ISO-5/Class 100 clean room environment, or call for spare parts for your device.  In these cases external help is essential.

Myth 3: The best qualified organisation to assist in recovery is the computer or storage device manufacturer.

Manufacturers are experts when it comes to their systems and devices, but they are unlikely to have the same level of knowledge when it comes to data recovery services or the thousands of different file, data structures and formats available. What you need is a provider with experience in your entire computer environment – from computer or storage device through to operating system, database and so on.  That provider should also have a relationship in place with your device manufacturer to ensure that your product warranty remains intact.

Myth 4: If something happens, there are plenty of low cost data recovery providers to choose from. Therefore I don't need a formal plan in place.

When you need to recover corporate data it's worth remembering that low cost doesn't necessarily mean quality and that often there is only one chance for recovery, so it pays to have the job done correctly the first time. Identifying a provider that you can trust with your unique data requirements is best done before disaster occurs, rather than at a time of high stress.

Myth 5: Data recovery is not possible in some situations and for some technologies.

Despite what the pessimists say, data recovery is possible when logical errors occur.  Data can also be recovered from complex databases and virtual systems, or when data is encrypted. Until you've checked with an expert, never assume that data is lost forever.  A good provider can assist by prioritising the recovery strategy according to the most critical needs and locate specific data on the used areas of the drive. They should also give you a list of all recoverable files and written quote before you make a purchase decision.

There are plenty of myths to choose from.  How about the one that says data recovery is an IT problem, not a business issue.  Try telling that to senior management when the ERP system has been down for a few hours.

Investing time in the development of a data recovery plan, and then choosing a recovery partner and reviewing their safety and confidentiality credentials, are best done in advance, under the (relative) calm of normal business activity and not in the heat of a crisis. In this way, everyone – including IT – has the reassurance of knowing exactly what has to happen, when and how to ensure the best chance of maximum data recovery. 

Adrian Briscoe is the general manager Asia Pacfic of Kroll Ontrack.