Top Ways to Prevent Data Loss

Data loss is crippling for any business, especially in an age of big data where companies rely on digital information. To improve their marketing, communication prospects, and transaction processes. An essential part of a data management strategy is to reduce the likelihood of data loss.

Table of Contents

The first goal should be to keep the data before it runs out. But unfortunately, there are many reasons why data can lose. Here are some of the top ways of data loss…

Hard drive failures
Accidental deletion (user error)
Computer viruses and malware infections
Laptop theft
Power failure
Damage caused by spilled coffee or water, Etc.

But, if there is a loss, there are several best practices you can implement. To increase recovery difficulties.

Second, don’t put all your storage eggs in the cloud compartment. Cloud is essential for practical storage. But it has some disadvantages that should not overlook. Many examples of data loss exist when employees leave their computers or hard drive. So talk to staff members about best practices. SD cards are fragile and should never be used as a long-term storage form.

Here’s a look at some top ways to prevent data loss from damage and unauthorized access.

Early and frequent backups
Diversify your backups
Use file-level and share-level security
Password-protected documents
Make use of EFS encryption
Use disk encryption
Use the essential public structure
Hide data with steganography
Protect data in transit with IP security
Secure wireless transmission
Use rights management to Maintain control

Early and frequent backups

The most crucial step in protecting your data from damage is to back it up. But how often should you back up? It depends on how much data you can lose if your system crashes completely. A week’s work? A day’s work? An hour’s work?

You can use the built-in backup service of Windows to perform essential backups. You can use wizard mode to simplify the restore process and backup. Or you can create backup settings and schedule your backup tasks to complete.

Many third-party backup programs can offer even better options. Whatever program you use is essential in the event of a fire, tornado, or another natural disaster. A copy of your backup offsite may delete your backup tapes, disks, and original data.

Diversify your backups

You always want more than one backup system. The general rule is 3-2-1. You should have three backups of anything significant. They should back up in at least two different formats: in the cloud and on the hard drive. In that case, an offsite backup should always be when your physical office is damaged.

The first step is to set permissions on data files and folders to keep others away from your data. For example, suppose you have data in network shares. You can set sharing permissions to control what user accounts can access. And not access files across the network. I can do this With the help of Windows 2000 / XP. To do this, click the Allow button on the Sharing tab of a file or folder’s Properties sheet.

But, these permissions will not apply to anyone using a local computer on which data is stored. Instead, you must use file-level permissions if you share a computer with someone else. They are also called NTFS permissions. They are only available for files/folders stored in NTFS formatted partitions. File-level permissions are set using the Security tab on the Properties sheet. And share levels are far more grainy than permissions.

In both cases, you can set permissions for user accounts or groups. And you can allow or deny access to various levels from complete control.

Password-protected documents

Many applications, such as Adobe Acrobat and Microsoft Office. Those allow you to set passwords on individual documents. To open the document, you must enter a password. Tools to password protect a document in Microsoft Word 2003. To access tools, go to the Security tab and click Options. You may need a password to open and change the file. You can also configure the type of encryption used.

Unfortunately, breaking Microsoft’s password protection is easy. There are programs on the market designed for Office Password Recovery. Such as Elcomsoft’s Advanced Office Password Recovery (AOPR). Password protection, such as a standard (non-deadbolt) lock on the door. That will prevent intruders from entering. But can remove by a determined intruder with the right tools.

You can also use zipping software such as OneZip or PKZip to compress and encrypt documents.

Use EFS encryption

Windows 2000, XP Pro, and Server 2003 support encrypted file systems (EFS). You can use this built-in certified encryption method to protect NTFS formatted partitions.

Encryption for both security and performance. To encrypt files with EFS, the user must have an EFS certificate. That can be issued by the Windows Certification Authority or self-signed if there is no CA on the network. EFS files can open by a user whose account has encrypted documents. Or by a designated recovery agent. With Windows XP / 2003, but with Windows 2000. You can also choose other user accounts to access your EFS-encrypted files.

Note that EFS is for the protection of data on disk. If you send an EFS file through the network, someone uses Sniffer to capture a data packet. As a result, they will be able to read the data contained in the files.

Use disk encryption

There are many arbitration products available. That allows you to encrypt the entire disk. Full disk encryption locks the contents of the disk drive/partition, which is transparent to the user. When data is being written on the hard disk it encrypts and decrypts before it is loaded into memory. Some of these programs can create hidden containers within the partition. That acts as hidden disks inside the disk. Other users only see data on the “external” disk.

Disk encryption can use to encrypt removable USB drives, flash drives, etc. In addition, some master passwords can give you a secondary password and other rights you can provide to other users. Examples include PGP whole disk encryption and decrypting, among many others.

Use the essential public structure.

Public Key Infrastructure (PKI) is a system that manages public/private key pairs and digital certificates because a trusted third party is issuing keys and certificates. A certification authority. Either installed on a certificate server in your network or public, such as Verisign. The certificate-based security Is more robust. You can protect the data you want to share with someone else. By encrypting it with the public key of the desired recipient, which is available to anyone. Only the person who manages to encrypt it has a private key that matches that public key.

Hide data with steganography

You can use the stenography program to hide the data contained in other data. For example, you can hide a text message inside an a.JPG graphics file or MP3 music file. Or even inside another text file. However, the latter is difficult because text files do not contain so much useless data, which can replace with a hidden message). Steganography does not encrypt the message. So it is often used in combination with encryption software. The data is first encrypted and then hidden inside another file with the help of stenography software. Some stenographic techniques must have an encrypted key exchange. And others use public/private key encryption—a famous example of steganography.

Protect data in transit with IP security

Your data can capture by sniffer software. You also called network monitoring or protocol analysis software as hackers travel over the network. You can use Internet Protocol Security (IPsec) to protect your data when it’s on the way. But both the sending and receiving systems must support it. Built-in support for IPsec in Windows 2000 and later Microsoft operating systems. Applications do not need to be aware of IPsec as it works at the bottom of the networking model. Encapsulating Security Payload (ESP) is the IPsec protocol that encrypts data for privacy. It can work in tunnel mode, from the gateway to gateway protection, or in transport mode, from end to end.

To use IPsec in Windows, you must create an IPsec policy. And select the authentication method and IP filters they will use. On the Advanced TCP / IP Settings Options tab. IPsec settings create via the Properties sheet for the TCP / IP protocol.

Secure wireless transmission

The data you send over a wireless network is far more intrusive than that sent over an Ethernet network. Hackers do not need physical access to devices or networks. Suppose a portable computer runs on wireless and a high-performance antenna. It can capture data, enter the web, and store it if the wireless access point is not configured. Can access data. You should only send or store data on wireless networks that use Wi-Fi Secure Access (WPA). That is stronger than Wired Equal Protocol (WEP).

Use rights management to Maintain control

Suppose you need to send data to others but worry about its security once you leave your system. You can use Windows Rights Management Services (RMS) to control it. Here’s what recipients can do with it. For example, you can assign rights so recipients can read the Word document you send. But cannot change, copy or save it. You can prevent recipients from forwarding e-mail messages that you send to them. And you can also arrange documents or letters to expire at a specified date/time so the recipient cannot access them after that time. To use RMS, you need a Windows Server 2003 server configured as an RMS server. Users need client software or Internet Explorer add-ons to access RMS-protected documents. Authorized users also need to download a certificate from the RMS server.