Your Ultimate Data Recovery Guide

Data loss impacts millions of people worldwide each year. Sudden failures frequently leave businesses and home users without access to their critical data or priceless memories. As a result, many people turn to data recovery to quickly retrieve files and relieve stress.

Thankfully, data recovery is feasible in most cases. However, following poor advice can reduce the odds of a successful outcome. It could even lead to permanent data loss.

That fact makes understanding the basics of data recovery essential.

Secure Data Recovery, a global provider of data recovery services with a 96% success rate, gives expert tips and insights. So you can make the best decision on how to recover your files.

If resolving data loss is urgent, then request help to start a case. You will receive a free consultation from one of our specialists and learn about emergency data recovery options.      

What You Need To Know: 

• Data recovery is often possible, but taking the wrong actions could worsen the situation.
• Shut down the device if you notice data loss, file corruption, or abnormal behavior. 
• The first attempt to recover data is the most important. 
• A professional data recovery service offers the best chance to restore files.
• Assess the value of the lost files and the risk of total data loss before trying DIY recovery methods.
• Our standard service includes free diagnostics and quotes for customers.          

What Is Data Recovery?

Data recovery is the process of retrieving inaccessible, corrupted, or deleted files from a storage device that encounters hardware failure or logical errors.

Several details determine the best method for data recovery. The specifics of the device are one of the main factors. Certain types of hard drives demand unique tools and techniques. For example, a standard hard disk drive (HDD) is simpler than a helium drive or a RAID unit. The NAND package on a solid-state drive (SSD) or smartphone differs from SD cards or thumb drives with monolithic flash memory.  

Failure mode is another factor when developing a plan to recover data. There are two different types of data loss: physical damage and logical errors. Addressing physical issues means repairing damaged hardware to a functional state and retrieving data that remains on the storage medium. Logical data loss occurs when problems at the software layer prevent users from accessing their files. Hard drives can also experience mechanical failure due to their moving parts.

As a result, many cases require a tailored approach to the failed device.

Common Symptoms of Data Loss

The following symptoms are warning signs of data loss or imminent failure.  

Unusual Sounds

Hard drive clicking, beeping, and grinding can indicate a problem with the mechanical components inside a hard drive. These sounds often suggest that a microscopic read/write head detached from the actuator arm or scratched the platter surface. They could also signal a seized spindle motor.    

You will likely need hard drive repair to address mechanical failures or physical damage to retrieve data stored on the magnetic platter.     

First steps: 

• Shut down the device as soon as possible. 

You should: 

• Avoid using the hard drive to run diagnostic tools or file recovery software. 
• Keep the enclosure sealed to prevent further dust or debris from entering.

Next step: 

• A hard drive recovery service with a certified cleanroom and library of donor parts can repair the failed disk to restore data.       

Device Not Detected / Won’t Mount

Detection and mounting failures are similar but separate problems for external devices and system drives. 

Not detected means the drive does not appear in the system tools. The issue usually stems from a poor connection, faulty power source, or dead controller. A common example of a detection error on a desktop or laptop is an SSD not showing up. People can also encounter an external hard drive not showing up on Windows or Mac.  An SD card and USB drive not showing up can also happen. 

Failing to mount means the device is visible to the operating system (OS), but an error prevents users from accessing files. In most cases, a hard drive that will not mount has a corrupted file system. 

These problems have distinct troubleshooting procedures.    

First steps: 

• If it’s not detected: Test different cables and USB ports for the external drive. Confirm that an internal drive is firmly seated in its slot.  
• If it won’t mount: Check how the OS reports the drive’s status. Note any error codes related to the device.  

You should: 

• If it’s not detected: Refrain from power cycling the drive to establish a connection. Do not open the case.  
• If it won’t mount: Avoid formatting the drive even if the OS asks. Stop trying to mount the volume if it keeps hanging. 

Next step: 

• Consider SSD or external drive recovery services that can bypass the OS and obtain low-level access to the storage device. 

Random Disconnects

Random disconnects from an external hard drive during a file transfer often point to an unstable power source. A microSD card that vanishes and then reappears could indicate a problem with an adapter or a USB port. Disks that drop from a RAID array might indicate a communication error or a controller failure.       

First steps: 

• Pause the transfer to the drive. Swap the cables of an external HDD or SSD and test a separate port for a better connection.
• Try a different card reader, USB port, or computer to see if the linking issues persist.
• Determine whether a single RAID member goes offline or if multiple disks disappear.      

You should: 

• Quit attempting to use the device if problems persist.
• Avoid running repair tools, such as CHKDSK and First Aid, or rebuilding the array.
• Document the overall state of the RAID.  

Next step: 

• Consult an expert for external hard drive, SD card, or RAID recovery if the data is essential.    

Missing Files

Accidental deletion is one of the most common causes of data loss. But where does data go when it is deleted? Often, it still resides on the storage medium. Deleting data usually just removes its entry in the file system. The actual bits remain on the platter or inside memory cells until overwritten by new data. Corrupted files and malware are also common causes of missing data.

Note: Deleted data on iPhones, other modern smartphones, and SSDs are popular exceptions. These devices use advanced techniques to optimize long-term storage. As a result, deleted data is permanently purged from the device once its recently deleted folders are emptied.         

First steps: 

• Check the Recycle Bin (Windows), Trash (macOS), or similar folders on Android and iOS for the deleted files. 

You should: 

• Stop writing data to the device to reduce the risk of overwriting.
• Shut down the system if you suspect it is infected or facing file corruption.  

Next step: 

• It is frequently possible to recover deleted files with HDD, flash drive, memory card, and SAN or NAS recovery services.    

Files Won’t Open

Sometimes, stored data is visible, but the files won’t open for users. Bad sectors, improper file format, incompatible software, outdated drivers, permission restrictions, sync settings, and malicious software are possible causes. Error codes like “File or directory is corrupted and unreadable” are common in these instances. Encryption issues on certain hardware are a potential problem as well. In that case, a BitLocker recovery key bypass could be an option. 

First steps: 

• Try opening a copy of the file on a different device.
• Find out if access errors are limited to a few files or large amounts of data.  

You should: 

• Avoid saving data to a storage device with files that will not open. 
• Duplicate files before trying to fix logical damage to restore data.  

Next step: 

• A file repair specialist can perform ransomware and encrypted data recovery on hard drives, SSDs, removable media, or mobile devices.   

Format and Repair Prompts

When the OS detects connected storage but cannot read the file system properly, it might prompt users to format or repair the device. There are two main reasons the system asks to format the device or attempt to repair it. In most cases, such as instances involving a RAW drive, the OS struggles to read metadata. Therefore, the system interprets the structure as invalid and suggests reformatting as a solution. On occasion, the OS might request to format a drive with an unsupported file system. For example, APFS on a Windows PC or NTFS on a Mac.       

First steps: 

• Do not follow any format or repair prompts. 
• Verify that you are using the right file system for your OS. NTFS is native to Windows. APFS is the default file system on macOS. exFAT is a cross-platform option with substantial shortcomings on either OS.   

You should: 

• Keep ignoring requests to reformat or run repair tools. Agreeing to the prompt could lead to permanent data loss. 

Next step: 

• Shut down the system and contact a certified service if you suspect hardware failure on a device containing important data.   

I/O Errors

An I/O error is an input or output issue that prevents data exchange. It typically means the system cannot reliably read data on the device or save files to it. I/O device errors can hinder users from accessing their files. Some errors are short-lived and resolve on their own. Others, such as repeated CRC errors, require more effort to troubleshoot. Recurring errors can accelerate SSD or hard drive failure.    

First steps: 

• Do not save, download, or install anything to the device.
• Try different cables or USB ports to test the connection of an external drive.
• Stop using the drive if it continues to throw errors.   

You should: 

• Avoid tools like CHKDSK, First Aid, or third-party software that attempt to write changes to the device.
• Refrain from running full scans on unstable media.  

Next step: 

• I/O errors likely indicate a degraded device, so a data recovery service is often the best option to retrieve lost files.    

Sluggish Performance / Frequent Freezing

Frequent crashes, freezes, and timeouts under sustained load can lead to sudden data loss. The cause of data loss could range from severe physical damage to widespread file corruption. It might arise from access issues like a computer becoming stuck on getting Windows ready screen or an iPhone that keeps restarting. Or it could hang due to damaged and defective components within the device.  

First steps: 

• Cancel downloads, transfers, backups, scans, or other intensive tasks that involve the device.
• Limit new writes to the storage media. 

You should: 

• Avoid cycling the drive’s power, forcing tasks to complete, or scanning the drive’s surface.

Next step: 

• Data recovery software cannot address the physical damage that often causes hardware failure.      

System Errors

System errors are OS-level failures that warn users the device cannot execute tasks or manage data. These errors encompass fatal hardware issues and temporary software conflicts. The blue screen of death (BSOD) and Error 0x80070057 are some common causes of data loss on Windows PCs. iPhone Error 4013, the black screen of death, and a white screen are examples of iOS system errors. Failed hardware is more likely in cases when people lose data.     

First steps: 

• Quit writing to the device to minimize the risk of file corruption.  
• Note the exact error code.
• Determine whether the storage device or another process triggers the error.

You should: 

• Copy the most important files to a different drive or cloud service if able. 
• Not jump straight to reinstalling the OS or resetting the phone.
• Power down the device and consult an expert if stored data is essential.  

Next step: 

• There are solutions for failing system drives and mobile devices, including Android and iPhone data recovery.  

Startup Problems

Startup problems cover any issue that impedes the system from booting normally. The startup chain includes hardware, firmware, and software components. A defect in any of the areas could interrupt the startup process and prevent it from completing. The wrong BIOS or UEFI settings can present as a PC that turns on but there’s no display. Failed startups also occur when the BIOS does not recognize the drive at all. 

First steps: 

• Try to pinpoint the stage where the startup process fails.
• Preserve data by copying it to another drive or a cloud platform if you can boot at all.  

You should: 

• Confirm the correct boot order in the BIOS if possible. 
• Abstain from reinstalling the OS or resetting the PC right away. 
• Weigh the pros and cons of running Windows startup repair or other utilities to fix bootrec errors. These actions could jeopardize stored data on failing media.    

Next step: 

• Desktop and laptop data recovery services (including Mac) can use advanced tools to obtain low-level access to the storage.  

What To Do When You Lose Data

First and foremost: Do not panic. 

A skilled engineer or recovery software can often restore files in the event of sudden data loss. Even in some of the most extreme circumstances. However, upon noticing data loss, you can take steps to improve the odds of a successful outcome.     

Here is a universal checklist to respond to any data loss scenario:

1. Shut down the device if you suspect physical damage or accidental deletion.
2. Do not run diagnostics, data recovery software, or file repair tools on failing media.
3. Do not reinstall the OS or reset the device without a working backup. 
4. Create a clone of the original media only if you know how.
5. Call a certified service for guidance if you face a loss of critical data. 

Avoid these mistakes that could complicate future data recovery efforts: 

1. Do not ignore signs of failing hardware. 
2. Do not continue writing data to the affected device.  
3. Do not format, rebuild, or repair when prompted.
4. Do not try to fix the device yourself without the knowledge or proper conditions.
5. Do not attempt to save recovered files to the source drive.       

Following each of the above steps will increase your chance of reversing data loss.

When To Get Help

The cases below represent instances where the window for retrieving lost data could close quickly without expert assistance:  

• Abnormal sounds from a hard drive.
• Fatal hardware error messages. 
• Visible damage to the device.
• Exposure to water, fire, heat, or smoke.
• Repeated disconnects and reconnects.
• Format and repair prompts on an unstable system. 
• Severe slowness when accessing data.
• Spreading file corruption.
• Drive shows the wrong size or missing partitions.
• Failed attempts to restore data using software.

Having the following info can save time: 

1. Device type, model, and capacity.
2. Events that preceded data loss.
3. Exact error messages.
4. Previous tries to salvage data. 

When in doubt, an expert is the safest choice for priceless documents and memories.

DIY vs. Professional Data Recovery Services

There are many benefits of professional data recovery services. Engineers have decades of experience across all storage devices, file systems, and failure types. As a result, they are best prepared to handle any data loss event. The first attempt offers the best chance to recover data. If restoring the files is essential, then enlisting experts with specialized tools and techniques is the ideal solution. 

In addition, users cannot address a damaged device with a basic toolkit and a YouTube guide. Data recovery is often complex. A hard disk drive requires a cleanroom that filters harmful particles from the air. Dust and debris of a normal environment can scratch the platter surface and permanently destroy data. Fixing NAND flash memory issues requires a well-equipped soldering station.   

Choosing a certified service could be the difference between a full recovery and permanent data loss.     

How Data Recovery Works

The data recovery process should not add to the stress of losing files. We believe in a painless, straightforward process that provides peace of mind. 

It starts with a helpful staff that is available around the clock to discuss service options. We have over 100 convenient locations across the U.S. and offer free shipping to our labs for domestic customers. We also provide remote and on-site services to clients.       

Our technicians diagnose the storage device at no cost and prepare a report with key details of your case. Service includes a free quote for transparency. The quoted work will never exceed the given amount. You decide whether to continue with the process. 

Once approved, we create a clone of your storage to preserve the original data. Our engineers use cutting-edge hardware and software to retrieve files from the device. We return recovered data on an encrypted external drive or file server.  

If we cannot get your data back, then you pay nothing. That is our No Data, No Recovery Fee guarantee.   

The process is that simple.       

Choosing the Best Data Recovery Service

The best data recovery service features high success rates, quick turnaround times, leading certifications, and fair pricing.  

Secure Data Recovery maintains a 96% success rate across all storage devices, file systems, and failure modes. The leading rate is a testament to our expertise and partnerships with major manufacturers. Our range of flexible plans helps meet your needs. In addition, we set the standard for many credentials and controls by becoming the first company in the industry to adhere to them.      

Check our reviews to see what more than 7,000 satisfied customers have to say about our service. 

Contact Us for a Free Quote

Trust the experts who have recovered billions of files and resolved more than 100,000 cases since 2007.

Call 800-388-1266 or request help to start a case, receive a free diagnostic and quote, and reclaim what matters most.  

Frequently Asked Questions

Should I stop using a storage device with lost data?

Yes. In general, continued use threatens stored data. It could inflict further damage to the device or overwrite files in free space. Shutting down the device is ideal if restoring its data is a top priority.    

What types of data can you recover?

We can recover data from any device that stores data. From hard disks and SSDs used in external storage, desktops, laptops, and RAID to smartphones, memory cards, and flash drives. We have seen it all over the past two decades. That is why we are ready to recover all file types from your device.     

How much does data recovery cost? 

The cost varies. Factors include the extent of the damage, use of donor parts, demand for custom tooling, and time investment. 

Many of these factors differ from case to case. Therefore, we diagnose the device at no cost and provide a report with a free quote. There are no surprises with our pricing. The cost will not exceed the quote for approved work.

Note: Some services advertise flat rates. These rates can result in cutting corners or writing off some cases as unrecoverable. We specialize in retrieving data in the most challenging circumstances. That often means custom tooling to recover all possible data.   

Are results guaranteed?

We do not make promises that we cannot keep. Sometimes, physical damage and logical errors are beyond repair. 

However, if our engineers cannot recover your data for any reason, then you owe us nothing. It is part of our No Data, No Recovery Fee guarantee.    

How long does the data recovery process take?

It depends. Each case is unique. As a result, we have several options to fit our customers’ ideal timelines and reduce downtime. The figures below show the average case duration.

Will my sensitive data remain confidential?

We prioritize your privacy and security. Large corporations, small businesses, public agencies, healthcare providers, and other organizations trust us with their sensitive data. You can too. We implement strict controls and follow procedures to ensure that personal info and private data are protected throughout the process.   

Read our confidentiality policy for more details.  

Does data recovery software work?

Sometimes. Data recovery software is an excellent option for restoring recently deleted files or fixing minor logical issues. However, it cannot address physical damage or extensive file corruption. Running file recovery software in these instances could even worsen data loss. You will need to assess the value of the files and the most likely cause of data loss before using these tools.