Summary
This document provides guidance for recovering files from a non-working Windows laptop computer. Desktop computers generally provide easy access to internal components including the hard drive. However, with a laptop computer it can be difficult to get access to the internal storage drive. The steps described in this document offer some guidance for a variety of situations.
STEP 1 — Assess Problems
These are some of the problems that can result in needing to recover files:
- HARDWARE — If the computer main logic board has failed, it’s possible it can’t even be turned on. Be sure to try a different power cord and consider replacing the battery before completely giving up on the computer. Sometimes those items can cause a laptop computer not to start.
- FILE CORRUPTION — Sometimes system files get corrupted and prevent Windows from properly starting. In such cases, your data is probably fine and can be retrieved once the drive is removed. System file can get corrupted from installing a Windows update.
- PASSWORD ISSUE — If you’ve forgotten your password or are told that your Windows PIN no longer works.
STEP 2 — Retrieve BitLocker Encryption Key
Microsoft Windows Professional has a feature that lets you encrypt your drive. If the drive had been encrypted, a long encryption key needs to be used to gain access to the drive.
If you didn’t write down your encryption key, you may be able to find it in your Microsoft account by looking up your computer in the list of devices associated with your account.
Learn more here — https://support.microsoft.com/en-us/windows/find-your-bitlocker-recovery-key-6b71ad27-0b89-ea08-f143-056f5ab347d6
STEP 3 — Remove Drive
In rare cases, the drive removal process may be almost impossible if the manufacture designed the computer to not have user serviceable parts. You can try looking up a YouTube video for guidance, or use a website like iFixIt.com for guidance.
Even after removing all screws, pulling off the bottom cover or keyboard area cover can be difficult. Plastic snaps usually hold the cover in place and it can sound like they are breaking when you remove it. Usually they don’t break, but make noise when the clips are releasing.
If you don’t plan on reassembling the parts to make the computer usable again, less care is needed during the drive removal process. It may be necessary to bend one corner of the cover, then reach into the tight area to get the drive out.
STEP 4 — Drive Enclosure
Place the drive into a USB drive enclosure. Enclosures are available in clear plastic and other options.
STEP 5 — Access User Files
When the drive enclosure USB cord is plugged into a Windows computer, the Windows Explorer file app will show the top level of drive contents, the main folders. The drive may have two or more partitions. These partitions may be for recovery functions or other utilities. You will want to identify the partition drive letter that contains the Users folder. In that folder will be the folder for one or more user accounts on the computer.
If there is drive corruption or other issues with the drive you’re copying from, when you go to the Users folder and the desired home folder, you may get a message stating that you can’t read the folder and will need administrative access. This issue usually resolves itself. When you click on the specific user account home folder, it will eventually show the contents. However, in some cases, Windows will continue trying to display the folder contents with no success.
If you have trouble reading from the drive, it may be that Windows has encountered some permissions issues or other file problems. Try using an Apple or Linux computer to read the drive. These non-Windows operating systems can view files without being constrained by file permissions.
Usually you can right click on the user account folder and check properties to find out how much space is being used. Ideally you would not include temporary files and system files in that assessment. In some cases you won’t know the total size of your data files.
If you do not know the total size of the storage space being used by the files, you could use a 32 GB flash drive and see if your files fit. During the copy process (in Apple Mac or Windows) there will be a progress guide showing the number of files and total size being copied. That could give you an idea of how much space will be needed. You may get a message stating there isn’t enough storage on the destination drive.
If the 32 GB flash drive doesn’t provide enough storage, then try a 64GB drive, or 128GB drive. The goal is to have a destination drive that is adequate but does not exceed the necessary space by too much.
USB flash drives are typically slow if they are the USB 2.0 standard. It’s best to purchase USB 3.0 or 3.1 standard flash drives, or use an external SSD USB drive to ensure fast file transfer speeds.
STEP 6 — File Copy Issues
There may be errors during the file copy process, such as files that aren’t readable due to corruption. Sometimes the names of folders and files are too long. Especially if a folder has a long name and it is inside of another folder with a long name. This can happen if someone has copied folders from an old computer and saved those folders on a new folder.
You may need to copy folders such as Documents directly to the external USB drive into the top-level folder to avoid file and folder name length errors.
When copying files you may see a notification stating that the file properties can’t be copied. You could choose to copy anyway and click the check-box to copy all files even if the properties can’t be copied.
STEP 7 — Select and Copy Folders and Files
If the process goes well, you should be able to select the primary folders from the user account folder:
- Desktop
- Documents
- Downloads
- Music
- Pictures
- Videos
For some computers, the person may have saved their files directly in the Home folder, not inside Documents or any other folder. In such cases, you may want to sort the files and select all files (using the CTRL+A key combination).
When all the folders and files are selected, you can unselect any files or folders by holding down the CTRL key and clicking to select or deselect items.
If you select one folder at a time, or a series/group of files in batches, any errors encountered can be addressed. For example, if you copy the files and folders from A-E and then F-J and so on, a problem with a batch of files can be narrowed down the find the folder or file with copy issues.
Take good notes as you’re working. You can use screenshots or your smartphone camera to document the copy process.
Secure Erase of Unused Drives
If you had a partial copy of files to a flash drive, but the copy couldn’t complete. Be sure to securely erase that drive so no future file recovery processes could accidentally bring back any old files.
A securely erased drive could be used for another project and given to someone without concern of accidental recovery.
To be sure the secure erase was successful, you can use data recovery software to attempt recovery of old files. The results should be zero files available for recovery.
Conclusion
The above steps and process should generally work for most situations. For drives that are unreadable, it may be necessary to ship the drive to a data recovery center. The cost of data recovery for a failed drive can be $800 to $1,200 or more, depending on how severe the drive damage is.
