File recovery – how to rescue lost data

Losing data is everyone’s nightmare – whether you accidentally deleted important photos, a hard drive failed or ransomware encrypted your files. Fortunately, in many cases lost data can be recovered. In this guide you will learn how data recovery works, which tools to use and when it is time to call a professional.

The most common causes of data loss

Understanding why data gets lost helps you prevent it:

1. Human error

• Accidentally deleting files or whole folders
• Formatting the wrong drive
• Overwriting important files
• Shift + Delete (permanent deletion that skips the Recycle Bin)

2. Hardware failure

• A failing hard drive or SSD
• Physical damage (drops, knocks, water)
• Overheating
• Electrical faults (short circuits, power surges)

3. Software errors

• A corrupted file system
• A blue screen (BSOD) while working
• Operating system crashes
• Damaged partitions

4. Malware and viruses

• Ransomware encryption
• Viruses that delete files
• Files damaged by malicious software

5. Disasters and theft

• Fire, flood
• Power surges
• Stolen equipment

How does data recovery work?

When you delete a file, it is not physically erased from the drive straight away. Windows simply marks that space as “free” and hides the file from Explorer. The data stays on the drive until new data overwrites it.

Recovery software scans the drive for these “deleted” but still physically present files. The sooner you start recovery after the loss, the better your chances.

Software vs physical data recovery

Software (logical) recovery

When the drive works physically, but the data is logically inaccessible:

• Accidentally deleted files
• Formatted drives
• A corrupted file system
• Lost partitions

Chances of success: good, especially if you act quickly

Method: Recovery software that scans the drive

Physical (hardware) recovery

When the drive itself is physically damaged:

• The drive does not spin up or the computer does not detect it
• Strange noises (clicking, grinding)
• Drops, knocks, water, fire
• Electronics failures

Chances of success: depend on the type and extent of the damage

Method: A cleanroom lab, replacement parts and specialised equipment

Recovering data yourself – tools and methods

You can try software recovery yourself:

Method 1: the Recycle Bin

The simplest fix – if you deleted the file the normal way (without Shift + Delete):

1. Open the Recycle Bin on your desktop
2. Find the deleted file
3. Right-click > Restore
4. The file goes back to its original location

Method 2: File History (if it was turned on)

If you set up File History backups earlier:

1. Open the folder the file was in
2. Right-click the folder > Restore previous versions
3. Pick a version from before the deletion
4. Click Restore

Method 3: the bin in OneDrive or Google Drive

If you use cloud storage:

• OneDrive: On the website > Recycle bin (kept for 30 days)
• Google Drive: The Trash folder (kept for 30 days)
• Dropbox: Deleted files (30–180 days depending on your plan)

Method 4: free recovery software

Recuva (recommended for beginners)

• Free for personal use
• Simple wizard-style interface
• Download: ccleaner.com/recuva

How to use it:

1. Download and install Recuva – ideally on a different drive from the one you are recovering
2. Start the Recuva Wizard
3. Choose the file type (Pictures, Documents, All Files)
4. Choose the location (drive, folder, Recycle Bin)
5. Click Scan
6. Review the results (green = good chance, orange = possible, red = poor chance)
7. Select the files you want back
8. Click Recover and save them TO A DIFFERENT DRIVE (not the one you are recovering from)

TestDisk and PhotoRec (for advanced users)

• Completely free and open source
• Powerful recovery, even from damaged file systems
• Command-line interface (harder to use)
• Download: cgsecurity.org

Windows File Recovery (Microsoft’s tool)

• A free tool from Microsoft
• Available in the Microsoft Store
• Runs in the command line (somewhat more complex)

Method 5: paid software (for tougher cases)

• EaseUS Data Recovery Wizard: Easy to use, the trial recovers up to 2 GB
• Stellar Data Recovery: Good for recovering from hard drives
• R-Studio: A professional tool for IT specialists
• Disk Drill: Mac and Windows, trial available

When should you call a data recovery specialist?

In some situations doing it yourself is not enough – or can make things worse:

• A physically damaged drive: Strange noises, drops, water, fire
• The drive is not detected: The computer does not see it at all
• Ransomware: All your files are encrypted
• A failed RAID array: Server RAID systems need specialist knowledge
• Critical business data: Do not risk it with DIY attempts
• Your own attempt failed: You tried software, without success
• Recovery from an SSD: TRIM and SSD controllers make recovery much harder

Preventing data loss

Prevention is better than cure!

1. Regular backups – the 3-2-1 rule

• 3 copies of your data
• 2 different types of media (external drive + cloud)
• 1 copy off-site (cloud)

2. Use cloud storage

• OneDrive, Google Drive, Dropbox
• Automatic syncing
• File versioning

3. Look after your equipment

• Keep your computer free of dust
• Watch the temperatures
• Use a UPS to protect against power surges
• Replace old hard drives (older than 5 years)

4. Antivirus and firewall

• Protection against ransomware and viruses
• Regular scans

5. Be careful

• Double-check before deleting
• Use the Recycle Bin (not Shift + Delete)
• Check which drive you are formatting

Conclusion

Losing data is not the end of the world – in most cases it can be recovered. The key is to act quickly, stop using the drive and try recovery tools or call a professional. But the best strategy is prevention: a regular backup saves you the stress and cost of data recovery.

Perfect Light in Zagreb offers software recovery of deleted and lost files, and sets up automatic backups so it does not happen again.