Most people who are using their computer everyday don’t realize the risk of loosing their data until the data loss disaster finally happen. There is nothing more frustrating than losing the important files and office documents that you have spent so much time and energy to create, edit, and publish them.

#1 Backup Your Important Files Regularly
Most operating system comes with built-in backup utility. You may use of this utility or third party backup utility to backup your critical files and documents regularly. Typically you can make a backup batch or backup job and then run an automatic schedule to run the job. Save your backup to another disk drive or external drive which separated from main disk drive where the operating system resides. Don’t forget to verify your backup!

#2 Use UPS and Power Surge Protectors
A sudden power down or power fluctuations can damage the data on the computer system. A power surge is one of the most common occurrences that can damage your data and potentially cause a hardware failure. Many UPS today comes with built-in surge protector as well as automatic voltage regulator to maintain reliable power output. You don’t have to worry about using UPS if you use a laptop, but you still have to use power surge protector to protect your laptop from lightning and power surge.

#3 Save Your Document Immediately and Intermittently
When you open a new document (office document, design graphics, or any document), save your file immediately with a certain name which you can easily find and locate later. Most application software comes with auto-save mode and auto-backup mode. It is best option to activate this feature to make sure your document saved or backed up within a constant interval of time, such as every 5 minutes or so. Or if your software doesn’t have such feature, you can safe your work manually every 5 or 10 minutes. Most software has a keyboard shortcut like “Ctrl-S” to save your document immediately.

#4 Install Reliable Anti Virus Software and Scan Regularly
Make sure to use virus protection programs and keep them updated. If you have an extra budget the use a “full version” anti virus software instead of “trial version” or “free version” which only give you a “basic protection”. The full version usually give you a complete real-time protection to your computer while you off or online to the Internet. Activate the schedule and scan your computer regularly. Don’t to lazy to do it!

#5 Make Sure You Know Exactly Where You Saved Your Files
May it sound doesn’t make any sense but for many times I find out that most users save their files without knowing the exact location or save the file with short and meaningless name like data1 or mydata. I recommend you to make a certain folder and organize them into a hierarchy with a category and always save your file with a meaningful name, thanks to a modern operating system today that allows you to save long file name even with a space!

#6 Scan Your E-mail’s Attachment Before You Open It
When you receive mails with attachment from unknown senders, do not open it. Rescan the attachment before you run or open it. E-mail’s attachments are the major cause of virus infections. Don’t forget to make a particular default location to safe the attachment file, otherwise the same file name could overwrite your most current file in your computer.

#7 Activate or Install Fire Wall Software and Visit Only Trusted Web Site
When you connect your computer or laptop to the Internet or to a public network with cable or wi-fi (wireless) at the airport or coffee shop or any hot spot, then your computer is prone to be hacked by someone. Fortunately, latest operating system comes with personal firewall software that can protect your personal computer from unwanted incoming connection. By activating this feature, then outsider are unable to “browse” your computer and steal your private / confidential data. While surfing the Internet, visit only trusted web site which are free from viruses, spyware, or any hidden malicious scripts.

#8 Always Shutdown Your Computer Properly
Don’t left your computer into operation unattended for a long time of period such as 24 hours. Some operating system has an auto standby mode or hibernate mode to safe energy, these could put you into data loss risk. Always quit your programs before shutting down your computer. Shut down your computer before you move the computer especially with the laptops.

#9 Avoid Drinking or Eating While Working With Your Computer
Don’t drink or eat while you working with your computer. A little accident such as coffee or tea spatter into a keyboard could ruin your works. Some keyboard are not design with a waterproof protection, this could easily cause computer become “hang” and you might loss your current work or any open files. Put your drinks away from computer keyboard or laptop.

#10 Store Your Backup Data Offsite
Your data isn’t safe until it is backed up and stored in a safe place away from your home or office. There are plenty of services that offer you an “online backup” with secure, reliable, simple, economical, and automatic online backup features to backup your important data to a “secured place” away from your home or office.

I hope these tips can be very helpful and enrich your knowledge and understanding to avoid massive data loss which truly can cost your time and energy. Remember that “Prevention is Better Than Cure”.