Data Loss Prevention

The IT Helpdesk recommends the following steps to help prevent data loss:

Top Data Loss Prevention Steps

  1. The most important step in protecting your data is to keep backup copies of important files on multiple devices (e.g. jump drive, CD/DVD, etc.)

  2. Keep your computer updated and protected! In order to make sure you have virus protection on your computer, please visit our computer disinfection guides.

  3. Make sure each user of the computer has a separate account to log into in order to prevent other users from accidentally deleting your files.

  4. Use the shutdown button on your desktop rather than the power button on your computer to turn the computer off. Make sure that you are not turning off your computer in the middle of update.

  5. Make sure your computer is connected to a wall outlet by way of a surge protector to reduce the change of damage to the hard drive in your computer in the case of a surge.

  6. Before removing your jump drive or external hard drive from a computer, make sure to eject it first. If you encounter an error stating that the jump drive is in use and cannot be ejected, shutdown the computer before removing it.

  7. When saving Microsoft Office documents, keep in mind that Office 2007 / 2010 file formats contain special code that often prevents them from opening properly after they are recovered. Saving these files in an Office 2003 file format will increase the chances that data can be recovered. Programs: Microsoft Word : .docx (Office 2007/2010) or .doc (Office 2003). Microsoft PowerPoint: .pptx (Office 2007/2010) or .ppt (Office 2003). Microsoft Excel: .xlsx (Office 2003/2007/2010.

  8.  Make sure to protect your backup device from elements that could cause harm to the device. Hard Drives: Dust, Vibration, Extreme heat or cold, Magnets or devices with magnets, or anything that can scratch the surface.  CDs: Dust, Anything that can scratch the surface, or extreme hot or cold. USB Jump Drives: Electrical Current, Not safely removing from computer, or extreme heat or cold.

  9. Try to keep an eye on your computer for any physical damage and be sure to take care of any problems you may find.

  10. Setup an external hard drive that automatically backs up files to prevent data loss from newly created files.