Who Uses File Recovery Software?
IT administrators: IT administrators can use this software to recover or repair files on employee endpoints. With regular use, file recovery software can save time for IT administrators, from browsing file directories to restoring different types of files.
Employees: Regular employees can use this software to recover accidentally deleted documents. However, employees might not know how to tackle more complex data recovery and so would need to ask IT administrators for help. For example, some deleted data on digital cameras might be overwritten with compression algorithms to different file names. The regular scan mode might not work on video files, so the scan results would return nothing. For particular types of devices and systems, regular users should still consult with the IT administrator.
Challenges with File Recovery Software
File recovery solutions can come with their own set of challenges.
Slow performance: Some file recovery software products take a long time to scan the storage drive and an even longer time to recover data. Users should use a trial or free version before purchase to ensure that the software’s performance meets their expectations. Some software will even slow the computer down dramatically while scanning the file directory.
Incompatible files or systems: Most file recovery software runs on Windows and repairs only common file types. The user should seek software compatible with their systems if they need to recover files on an operating system other than Windows, such as Linux, macOS, Android, or iOS.
Lack of scalability: Most file recovery tools have limited scalability due to performance speed. Large companies that need to recover hundreds of files on thousands of devices are better off using a complete data recovery solution that incorporates file recovery capability. Top data recovery software includes backup, disaster recovery, and file recovery solutions.
How to Buy File Recovery Software
Requirements Gathering (RFI/RFP) for File Recovery Software
Requirements gathering for the best data recovery software is straightforward but can still vary greatly depending on the scope of work. Still, requirements should include the number of physical and digital resources that will need to be recovered and constraints related to budgeting, staffing, or continued maintenance.
Budget and staffing will largely dictate where products end up on the short list. Still, a vendor’s ability to meet each of the company’s requirements will assist in determining the right product after discussing the price. It may be helpful to prioritize these based on impact to evaluate each solution better.
Compare File Recovery Software Products
Create a long list
From meeting the functionality needs to implementation, vendor evaluations are essential in the software buying process. For ease of comparison after all demos are complete, it helps prepare a consistent list of questions to ask each vendor that addresses all needs and concerns.
Create a short list
From the long list of vendors, it is helpful to narrow down the list to develop a shorter list of contenders, preferably no more than three to five. With this list in hand, businesses can produce a matrix to compare the features and prices of various solutions.
Conduct demos
To ensure a thorough comparison, the user should demo each solution on the short list with the same use case and datasets. This will allow the business to evaluate like for like and see how each vendor stacks up against their competitors.
Selection of File Recovery Software
Choose a selection team
To choose a selection team, decision makers need to involve subject matter experts from all groups that will use the system. For file recovery software, this primarily involves IT and security staff. Management and department leaders should also have individuals who manage the solutions that might integrate with the file recovery product.
Negotiation
Using the prioritized requirements, users can organize the data in a way that helps people understand how each solution meets their needs. This can prevent siloed thinking, serve as a catalyst for internal debates, and bring new questions to the vendor.
Final decision
Every product will have pros and cons, but the selection analysis should paint a clearer picture of each product’s ability to meet the company's unique needs. The buyer can then use the identified cons to either eliminate options from the short list or serve as leverage for discounts and other offers.
