Everything you need to know to recover your lost data no worse than a pro

In the absence of a proper backup, accidental operations, hardware and software mishaps, electric outages or cyber attacks are likely to escalate into a real data catastrophe. Though to many computer users that sounds like a terrible nightmare, with a well-thought-out data recovery strategy, it is usually possible to prevent irrevocable loss of important files. This basic data recovery guide will teach how to act under such unfortunate circumstances so that you could restore the data in the most efficient manner and minimize the associated stress and costs.

Content

1. Self-made data recovery VS professional services

2. Data recovery software: how to make the right choice

3. What else is required for a DIY data recovery procedure?

4. Important precaution rules to avoid destroying your files

5. Data recovery process step-by-step

-Preparation of the storage

-Search and retrieval of the needed files

Professional services VS self-made data recovery

It is no secret that there are two ways of approaching the problem data loss: one can employ specialized data recovery software or hire professional services provided by a data recovery center. In general, the latter can be used to solve recovery tasks of any complexity, but is usually considered the last resort due to exceedingly high prices and the time it takes for the company to receive and then process your order.

Still, it is relevant to note that expert help shall not be neglected when the storage device shows any signs of physical damage, like unusual noises, constant crashes, weirdly long access times, SMART warnings and others or is no longer recognized by the system under its valid name. Only professionals can properly perform its diagnostics, if needed, open the device and replace defective components or utilize dedicated instruments to keep its lifespan sufficient for data extraction. Failing storages are extremely sensitive, so any amateur manipulations with them may not only result in a doubled service fee but also damage the data beyond recoverability. If you don’t possess specialized skills, the only viable option is to power the device off, carefully remove it from the computer and contact a data recovery company well-received in your local area. Also, make sure that you pack the storage well enough to avoid its further damage during shipment. Hard disk drives should be put in static-resistant bags, it is also recommended to use the original manufacturer packaging or a cardboard box with protective foam padding.

By contrast, data loss scenarios that do not involve defective hardware are usually typical and can be addressed on site using a software-based approach, which is found to be much cheaper and less troublesome. Yet, you should be aware that this method will only work when the data is still physically present on the disk, namely wasn’t overwritten or wiped out by a file shredder, low-level format or the TRIM command initialized automatically on most modern SSDs.

Data recovery software: how to make the right choice

When choosing a utility that will be used to restore your files, there are three key factors worth drawing attention to — safety, functionality and efficiency.

Needless to say that safety should be given a top priority as intrusive programs may do more harm than good and even spoil whatever chances you have to recover the data using other means. In terms of data recovery, safety normally implies the absence of any writing operations to the affected storage. Safe data recovery tools are non-destructive, they simply read the data from the problem disk, create a virtual representation of its file system and allow you to copy files to another location. In no event shall they offer you to modify the initial content of fix anything directly on the storage. Another thing to check is whether the software has a digital signature: it prevents the program code from being corrupted by some third party and will inform you about the origin of the application you are going to run.

As far as functionality is concerned, even a quick Google search will provide you with a variety of options, from basic free tools to expensive professional series. In some cases, a simple free utility may fit for your task, but, in fact, the majority of them are limited in their capabilities. Such software may not support certain file systems, especially non-Windows ones, rarely restores the original folder structure or file names, hardly ever works with additional storage technologies, like RAID, encryption or virtualization. That being so, it will be useful to consult the program specifications and find out whether it can handle your storage.

If you decide to purchase a paid utility, it is important to realize that any trustworthy data recovery tool should offer a free trial version with the possibility to estimate the result you will obtain with its help. Take care to preview the files to ensure that they can be recovered, otherwise, you can simply buy a pig in a poke.

In case you are looking for a tool that meets all the outlined criteria, UFS Explorer and Recovery Explorer are popular data recovery solutions that really deserve consideration. The software operates in a safe read-only mode, can be tested for free and is represented by a range of editions suitable for diverse data recovery tasks, storage media and numerous storage technologies utilized in Windows, Linux and macOS.

What else is required for a DIY data recovery procedure?

A reliable piece of data recovery software is certainly the major element of the whole operation, but one should not entirely forget about the hardware part. The actual list of the needed components depends on the type of storage to be recovered.

First of all, you need to prepare a computer on which the utility will be launched. If the loss of data occurred on the system partition (the one from which the OS is booted), it is highly recommended to use a different PC in view of a high likelihood that the lost files will be implicitly overwritten by some system process. This approach is also applicable when the problem computer won’t start. In case of a non-system partition or any external storage device, you can use the same computer under condition that it is bootable and nothing will be saved or installed to the affected logical volume, even the data recovery application.

Secondly, arrange the equipment you will use to connect the device to the computer. Internal SATA hard drives provide the maximum speed when attached to the SATA connectors located on the motherboard, however, if there are no vacant ones or for any reason you are not able to make it to the computer’s inner parts, you can also employ a USB to SATA adapter or an external disk enclosure. A memory card, depending on the form factor, can be inserted into the embedded card reader or an external USB adapter. A portable disk can be connected using any available interface, yet, it is preferable to use faster ones, like eSATA. A USB stick should be simply plugged into any computer’s USB port, but USB 3.0 is preferred over USB 2.0 because of the higher speed.

And finally, find a storage large enough to locate the recovered data, as you cannot save it to the partition from which it is being recovered — this mistake usually leads to the severe damage of files or even their destruction.

Important precaution rules to avoid destroying your files

Although several precautionary measures have been mentioned in the foregoing paragraphs, in the context of data recovery, any bad decision could entail irreversible consequences for the storage and files, that is why it is essential to know and strictly follow all the safety steps and rules.

1. Prevent data overwriting by all means.

Once you notice the data is missing, your best bet is to stop using the storage entirely. The more information is written to it, the lower chances are that you will get back your files. The space they occupy is marked as free by the operating system and can be filled in anytime, depending on its algorithms. Thus, even launching an Internet browser can potentially damage the data, not to mention more intensive writing operations.

2. Don’t try to repair or format the storage.

After you connect the storage device, you may obtain an error message that will suggest fixing or formatting it for further use. Before you recover the data, reject any operations of this kind, even if they seem harmless — new structures written to the storage may cause serious problems or even the total loss of data. Likewise, the attempts of physical repair are likely to have disastrous effects.

3. If you are not sure about your actions, work with a clone instead of the original device.

A clone of a storage can be easily created with the help of any external disk imaging utility or an embedded function of data recovery software. Having made a disk image, you will protect the source storage from any further damage. A data recovery program can read from such a file the same way it does from a physical disk, plus it won’t be bounded by the speed limitations of the connector, so the process will be carried out much faster. Moreover, a disk image file is much more portable and can be loaded onto an external storage, without the need to transfer the original disk to another computer.

Data recovery process step-by-step

Preparation of the storage

Unless you are recovering data from a non-system partition of a workable PC or use a disk image, the first step of the data recovery procedure always includes storage connection. While portable devices (thumb drives, memory cards, external USB disks) can be attached to the PC without any difficulties, traditional SATA drives used in computers and NAS devices require certain technical skills. Here is a brief algorithm you can rely on in the process:

1. Turn your computer/NAS off and wait for the system to shut down.

2. Ground yourself to work with the hardware’s inner parts. You may use a special anti-static wrist strap or simply touch any grounded metal object. This can be the metal side of your system block, if the computer is plugged into a grounded socket.

3. Open the tower/NAS box. For this, it is recommended to refer to the user manual of the device.

4. Carefully eject the hard drive. If you need to work with multiple drives (RAID, span, etc.), remove them one by one and mark each drive in accordance with their order.

5. Power off the machine that will run data recovery software and connect the extracted disk to it.

A. If you are going to use its SATA ports for connection, open the system unit and connect the SATA data cable of the drive to a SATA port on the motherboard — such ports are commonly labeled and grouped together.

After that, find a free power cable and attach it to the larger connection port of the drive. Finally, insert the SATA data cable into the smaller SATA port on the drive.

B. If you are going to use USB to SATA adapter, make sure that it is equipped with a power supply or prepare an external one, like an AC/DC adapter and a Molex to SATA Power cable for it. Power the drive by connecting its power cable to the Molex to SATA Power cable attached to the power supply. After that, connect the SATA data cable of the disk to the USB to SATA adapter. Lastly, attach the USB cable (USB plug) of the adapter to the computer’s USB port.

6. In case of multiple disks, repeat the procedure for each of them. If the system lacks free SATA connectors, use USB to SATA adapters or disk enclosures.

7. Once the drives are connected, you can boot the system. Ensure that the disks were attached properly by entering BIOS or by running Disk Management. Find the disk(s) in the list of devices — if missing, shut down the system, unplug the computer and check the contacts.

Search and retrieval of the needed files

After all preparations are completed, you can get on with the data recovery itself. Install the chosen data recovery utility on the partition that doesn’t contain the lost data and launch the software. Here the procedure is described on the example of UFS Explorer RAID Recovery downloaded from the official UFS Explorer website.

1. If you’ve created a disk image and want to use it instead of the source drive, you can open the image file with the help of the “Image file or virtual disk” option from the “Open” item in the main menu.

2. Explore the list of connected devices in the left pane of the main screen and find your storage. You can recognize it by the name, size or the applied file system. A RAID-based storage can usually be identified by a special icon, RAID level or the number of the drives.

3. To start the scanning a volume/storage, select it in the list and use the “Start scan” button or the corresponding option in the context menu.

4. Define the desired scan parameters, start the procedure and wait until it is finished.

5. Explore the presented result: you can sort the files by name, date, type, use quick or advanced search and preview images, videos, audio files or PDF documents.

6. Press “Define permanent selection” and choose the items you need to save by putting checkmarks next to them.

7. Click “Save selection” and choose a destination folder for the recovered files. Don’t use the source storage for this purpose.

As you can see, data recovery is straightforward enough to be accomplished even with basic technical skills and when performed by the rules will never damage your drive or affect your computer.