Data Corruption

Causes and Precautions

What is Data Corruption?

An application consists of two components. The first component is the Application file (normally an .exe file) and the other component is data file(s). For example, in case of MS Word, Msword.exe is the application file whereas the document that you are working on, say MyDoc.doc is the data file. Application file operates on the data file by reading/writing/deleting information from the data file. All the applications use specific formats for saving/retrieving data. These formats are mostly proprietary to the application. Hence data file(s) of a particular application cannot be used with another application. During the usage of any application, the application file always remains unchanged where as the data files(s) keep on changing. Since the data file changes dynamically during the usage of application, it becomes more vulnerable towards any abnormality. In case of an abnormality, it is the data files that get physically damaged whereas the application file remains intact. By physical damage of data files(s) we mean that either some contents of the data files(s) are lost or some junk contents are added to it disturbing the original format of file. Since applications read/write data in specific format only, physical damage of data file(s) makes them unusable with the application. In case of physical damage of data file(s), although the data file(s) are available physically containing data, there format gets disturbed making it unusable with the relevant application. This is known as Data Corruption.

Causes of Data Corruption

Now the question arises as to why and how the data file(s) get physically corrupted? What are the conditions that lead to physical damage of data files(s) or Data Corruption? Given below are the common causes of data corruption: 1. 2. 3. 4. Abnormal Termination of Program Network Problem Media Failure/Problem Virus Attack

1. Abnormal Termination of Program

If a program is terminated/closed in an improper manner (without closing/saving the data file(s) you were working on) then the data might get corrupted/lost. Abnormal termination of program can occur due to the following reasons:

1.1. Power Failure 1.2. Hardware problem 1.3. Abnormal shutdown of computer

1.1 Power Failure

Sudden power failure can terminate the application that you may be using at the time. Due to sudden termination of application, data can get corrupted. Precautionary Measure Ensure that you have power backup to avoid data corruption due to power failure. You should have a UPS of sufficient capacity as power backup.
Note: A common problem faced by many users is that sometimes even with a UPS, the computer restarts if there is a power failure. This can be due to a fault with the UPS backup, prolonged switching time between main power supply and UPS or some uncontrollable fluctuation in the power supply. In such a scenario, the data may get corrupted due to power failure even if you are using a UPS.

1.2 Hardware Problem

The program can get terminated due to a hardware problem such as malfunctioning of hardware parts or devices. For example, due to a problem in the motherboard or RAM, the computer can shutdown leading to abnormal termination of the program. This leads to corruption of data. Precautionary Measure Ensure that the hardware devices or parts are functioning properly.

1.3 Abnormal Shutdown of Computer

Abnormal shutdown of computer can lead to corruption of data. Abnormal shutdown means shutdown of computer by directly switching off the computer. Precautionary Measure Shutdown the computer in a proper manner by performing the following steps: Click Start Menu > Select Shut Down option > Click Ok button

2. Network Problem
Network problem is one of the primary causes of data corruption in case of multiuser applications. Multi-user applications are those where different computers share a single copy of data. It is generally observed that network problem affects the data of certain applications more than it does others. Let us discuss this scenario in detail.

Why Network problem affects certain applications only?

A common problem faced by most of us is that applications such as MS Word or MS Excel work fine even if there is problem with the network while certain applications do not work properly in case of a network problem. Let us understand with the help of an example. You are working with two applications, MS Word and BUSY. Both the applications have the data stored on the server. Now in case of MS Word you keep on saving the document after half hour. This means that the data exchange is not a continuous process when using MS Word. On the other hand, when you are working with BUSY there is continuous data exchange between the client and the server. This means that BUSY requires constant connection with the server while MS Word does not require continuous connection. Thus, in case of network problem, BUSY data may get corrupted while MS Word may function properly. Another point is the size of data being shared. In case of MS Word or MS Excel, the file being shared is very small in size, normally 2-3 KB where as in heavy Business Applications like BUSY the data being shared is very huge 10-1000 MB. Now in case of MS Word or MS Excel, a very small amount of data (2-3 KB) is exchanged at a very large interval of time (10-30 Minutes) whereas in BUSY very large amount of data (10-1000 MB) is shared almost continuously. So in case of any network problem, chances of data corruption of a heavy Business Application like BUSY are quite high. Thus, network problem is a common cause of data corruption in most cases. Network problem can be due to the following reasons: 2.1. Unreliable Network Connection 2.2. Lack of power backup for HUB

2.1 Unreliable Network Connection

Many times while working in a multi user environment, although the network seems to be working fine, the network connection breaks off for a small period of time and then reconnects again. This breaking of network connection happens for a very small interval of time and thus it is normally does not get noticed by the users. In such a case, if data is being transferred to and fro between server and client nodes and the network connection gets broken then data might get corrupted. This type of intermittent problem with network connection normally happens due to the usage of low & poor quality network components such as Network Cards, Hubs, Switch, Cables & Connectors and so on or due to poor quality of workmanship in cabling and crimping of network cables and connectors. Precautionary Measures Ensure that you use good quality network components. Ensure that while installing the network components capable personnel are employed so that quality of workmanship in cabling is ensured.

2.2 Lack of power backup for HUB/SWITCH

Most of us ensure that we have power backup for both the server and client nodes. We forget to ensure that power backup should be there for the network

HUB/SWITCH as well. HUB/SWITCH is a network device that connects the client nodes to the server. In case there is no power backup for HUB/SWITCH then in case of a power failure although the server and client nodes continue to function properly the HUB/SWITCH fails. Consequently, the connection with the network fails. Precautionary Measure Ensure power backup for the HUB/SWITCH device in a multi user environment.

3. Storage Media Failure/Problem

Storage media refers to the media on which you store data such as hard disk, pen drive, zip disk and so on. If the storage media gets corrupted then data stored on the media gets corrupted. For example, the removable storage media such as pen drives is not a very reliable storage media. Being removable, the media becomes more vulnerable for data corruption. If the media is removed by mistake from the computer at the time of data reading/writing then data can get corrupted or if the cable connecting the media to computer is loose/broken then the data can get corrupted. In other words, the chances of data corruption are very high with the removable media and these should be used with utmost precautions. Precautionary Measure Store the data or take backup of the data on a reliable media such as hard disk, cd (compact disc), or zip disk.

4. Virus Attack
A virus attack on your computer system or computer network such as LAN can corrupt the softwares and the data stored in the computer system. To avoid virus attack, you need latest anti virus software with the Virus Definition Files being updated on regular intervals. Most common mistake committed by users is that they do not update there Virus Definition files on a regular basis making the anti virus software ineffective against the new viruses. Precautionary Measure Install the latest anti-virus software on your machines and ensure that you regularly update the virus definitions to protect your computer system against latest viruses.