March 21, 2008

A PSA for Qualcomm Counsel

I really enjoyed watching this video, an interesting awareness test.

It's a public service announcement to watch out for cyclists. But its main message is equally applicable to managing and finding your own data. As the announcer says at the end, "It's easy to miss something you're not looking for." (And, sometimes, for things you are.)

It often takes a fresh and expert eye to spot what others have missed. Don't be afraid to seek them out, as it's often more cost-effective than missing what's in plain view.

Topic(s):   Electronic Discovery
Posted by Jeff Beard   |   Permalink

March 05, 2008

Free "Shadow Explorer" Displays & Recovers Shadow Copies on Any Version of Vista

I've posted previously about Vista's Shadow Copy feature, and its security and e-discovery implications. Having explored it a bit more over the past several months, here are some things legal and IT professionals should know about it. Consider it a crash course in Vista Shadow Copies, and I'll share how to get a new utility program for accessing and restoring these hidden files.

Please keep in mind some of these items are based on information found online including unofficial sources, so it's best taken as my personal interpretation of that information (meaning that if I've unintentionally stated something incorrectly, don't hold it against me, and I would appreciate constructive feedback):

  • Numerous postings online have stated that by default, all versions of Vista automatically create shadow copies of your documents and other user data files and folders as part of the "System Restore" feature.

  • You can turn off "System Restore" to disable shadow copies, but it's a bit of throwing the baby out with the bath water. You see, "System Restore" allows you to roll back the clock on your system to an earlier (and hopefully more stable) state. This is incredibly useful whenever your Vista system experiences problems (such as after installing a problematic program, driver, or update, adverse registry changes, etc.). FYI, newer Apple operating systems offer a somewhat similar feature called "Time Machine".

  • By default, Vista allocates 15% of the drive's size or 30% of available free space, whichever is smaller, for storing this data. In Vista, Microsoft removed the nice slider control available in Windows XP, so changing its space allocation requires some arcane text commands with administrator privileges. Thus most users will just leave it as-is. On larger hard drives, this creates a fairly large backup cache. For instance, on a new 200GB hard drive, up to 30GB would be dedicated to storing these hidden backups. When the allocated space fills up, Vista deletes the oldest backups as needed to make room for the new ones.

  • However, only the Ultimate, Business, and Enterprise editions of Vista actually allow users to access and retrieve the hidden shadow copies via the "Previous Versions" feature in Windows Explorer.

  • This means the Vista Home Basic and Premium versions create these hidden shadow copies but do not provide any way for their users to access or retrieve them. This results in potentially large amounts of wasted disk space and additional data retention concerns. Perhaps Microsoft intended this as a teaser to entice Home users to upgrade to Vista Ultimate, but they really should have disabled shadow copies on those editions or alternately provided the "Previous Versions" feature to access and restore them as needed.

  • To help address these issues, Shadow Explorer is a free basic utility program (not affiliated with Microsoft) which allows these users of other Vista versions to access and restore these prior shadow copy backups. However, unlike "Previous Versions", it requires administrator privileges to run. (But see my caveat at the end of this post since it's a 0.1 release.)

  • Even Vista Ultimate, Business, and Enterprise users and IT departments may find Shadow Explorer of use. I've discovered firsthand that Vista's "Previous Versions" feature is dependent on a number of system and service prerequisites, and the lack of any one of them will disable the ability to access and restore these Previous Versions. For instance, disabling a drive's administrative share, certain Windows services, or networking settings can all disable the "Previous Versions" listing in Vista Ultimate even though the backups are still present on the drive.

  • Tip: If you have Norton Internet Security installed and have run its "Security Inspector", it may have reported and disabled several hidden administrative drive shares (such as C$) as security risks (which they are indeed). However, as mentioned above, these administrative shares are necessary for "Previous Versions" to function in Vista. So if you want to leave these shares disabled for better security, the Shadow Explorer utility program allows you to access and restore shadow backups even though Vista's own "Previous Versions" feature is disabled.
As you can easily surmise by now, Vista's Shadow Copy feature is a mixed bag. The above complexities and issues are partially caused by the fact that Microsoft elected to combine the Windows system file backup (System Restore) with the data file backup (Shadow Copies a/k/a Previous Versions). While an expedient choice, I would have greatly preferred having the additional option to turn off the users' data file Shadow Copies while allowing the System Restore to operate normally. Microsoft, are you listening?

Organizations interested in migrating to Vista will need to explore these issues in more detail before crafting their security and group policies. I expect some will elect to disable System Restore altogether and rely upon other system restoration methods to address user support issues as they arise. Others may move user folders onto a separate disk partition or drive and simply turn off "System Protection" for that location. Such options may improve Vista's performance if it's not churning away saving hidden backup copies, and it's usually a good idea to separate documents from program files for a number of valid reasons.

So it's all the more puzzling to try to understand why Microsoft chose to disable access for Vista home users, as they are the ones most likely wanting to use and restore Shadow Copies. I seriously doubt informed businesses would want multiple hidden document versions floating around on their corporate laptops and desktops, particularly in light of numerous regulatory and litigation concerns.

Shadow Explorer Tutorials can be found at:

Please keep in mind that Shadow Explorer is a very basic version 0.1 release. While it worked fine for me during my brief testing, it may contain bugs and other issues consistent with a new release. With that said, it provides an easy way to access, view, and restore the various shadow copies in Windows Vista. I applaud the author for providing such a useful tool, and for considering these additional planned features as it's developed further.

Topic(s):   Electronic Discovery  |  Privacy & Security
Posted by Jeff Beard   |   Permalink