Data Loss - Prevention Is Better Than Cure

Companies the world over try to fortify themselves against natural and man made disasters that can result in data loss. Since data is shared and stored largely in a de-centralized manner, it is rather difficult to manage and prevent data loss. The usual cause of data loss is due to a hardware or system malfunction, human error, software programme malfunction, and natural disaster. Therefore, most companies try to lay down common rules that can help to prevent data loss to the maximum possible extent.
Protection, detection and correction are the commonly used three-fold prevention plan against data loss. Most companies take this threefold path very seriously, as they know that it is their only chance to be protected against data loss.

Back up, Back up, Back up

Most companies stress on the need for every employee to back up their files on regular bases. Back up of data doesn't only involve storage in a different location apart from the commonly used operating system but in cases of highly important data a second back up is not a bad idea. Commonly used back up media include CDs, portable hard drives, DVDs, flash drives etc. Even when one is fairly certain that data is secure and disaster proof, one must keep in mind that data is very susceptible to Murphy's Law and even when no possible thing can go wrong, it will and the result will be data loss. The need therefore is for employees to take it upon themselves to back up files with religious fervor.

User Errors and Corrupted e-mail Attachments

Many a time one loses data when editing documents. Employees are encouraged to use F1 liberally and make sure they save original files under different names before attempting to edit them. This way even if data is wrongly deleted in the new file, the original one remains intact and human error can be avoided. Another danger in receiving mail from different locations is that attachments can escape detection and chances are that viruses will spread. Most companies encourage employees to save attachments in a unique location that will not endanger other data.

Disaster Planning

Companies always prepare for the worst when it comes to protection of valuable data worth millions. Despite firewalls being built and anti-virus software being installed, companies like to have a copy of valuable data in separate locations. Of course, they admit that all best laid out data loss prevention plans are not a hundred percent fool proof and the effort is constantly being made to innovate built in software to maximise secure data storage.

Companies increasingly use content monitoring and filtering solutions. This way all traffic is filtered, monitored and even blocked if the need arises. These tools are most useful at detecting and reducing information loss. They also do not underestimate the need to be constantly on the job and do not over look minute details because especially in the world of information technology, the devil lies in the details and hell hath no fury like a detail scorned.

There is no hundred percent fool proof back up media that can avoid exposure. Encryption therefore is the solution many companies resort to while backing up data so as to protect the content even if exposed to non-trusted sources. In the case of large tape storage, in-line encryption is found most useful. Newer software solutions can utilize extra processors. Laptops are most susceptible to data loss because there is less monitoring and filtering of data. Here again encryption is the solution sort to prevent data exposure.

Expensive but worth the Price

Security methods and solutions to prevent data loss do not come cheap. Especially in the case of encryption and in built preventive software but the alternative is incomprehensible. Apart from being expensive, preventing data loss can be an on going tedious process but even the occasional slip can prove to catastrophic which is perhaps why companies make data protection their number one priority. large sums are spent on research and development of solutions for data protection as the need of the hour is data safety. Companies have learnt from unfortunate experiences that prevention is definitely better than cure.