How to Back Up Your Data
Meta Description: Learn how to properly back up your photos, files and documents in an easy to follow guide.
We tend to always think about backing up our data when we’re in the worst situation possible. Whether it’s a laptop refusing to turn on, dropping your phone in a pool or your hard drive starting to make that dreaded clicking noise as your major deadline is coming up.
At this very moment you’d give anything to know you had a proper system in place. However, since time travel isn’t really an option right now, the next best thing is to get it set up properly today!
Golden Rule – 3-2-1 Backup
This is the best method that IT professionals recommend. It really is straightforward.
3 copies of your data (original + 2 backups)
2 Different Media (Cloud + External hard drive)
1 Off Site (Away from your home! This will cover issues such as fire, theft and disasters.)
This method ensures that no matter what happens your data will survive. You’ll have 3 copies meaning your data can survive a drive crash, a stolen laptop, accidentally deleting it along with a house fire.
Risks Of Not Backing Up Soon
Hard drives can fail, phones can be lost, stolen or broken. Everyone will eventually accidentally delete data. Cyber attacks can also occur which can prevent you from accessing your files. These aren’t rare situations, they are common.
The problem with losing data is often you’ll lose things that can’t be replaced. Family photos, work documents and important documents.
Step 1: Know What To Back Up
It’s not necessary to back up everything. Focus on backing up:
Unreplaceable Data (Family photos, Videos, Personal Documents)
Work related (Documents, Projects, Income related)
Important Documents (Tax documents, ID (Encrypt these!), Contracts)
Contacts, Messages, Settings.
You probably won’t need to back up software that you can reinstall or media that can be re-downloaded.
Step 2: Decide How To Back Up
Cloud Backup Service
Automatically backs up your data onto the cloud via the internet.
Pros: Automatically backs up. Off site.
Cons: Cost of subscription. I need the internet to access data.
Cloud Storage / Sync
This isn’t a true backup however. It will only back up certain folders. (Google Drive, Dropbox, OneDrive etc.)
Pros: Easy to access. Can share files.
Cons: Usually more organisation required.
External Hard Drive
Physically connect to back up your data.
Pros: No subscription costs. Quick. Full control.
Cons: Not automatically off site. (Ensure you store somewhere different.) Manual processes can be forgotten.
Network Attached Storage
This is a dedicated storage device which connects to your home network. Often used with large media libraries or multiple devices.
Pros: Centralised backup. Often expandable.
Cons: More expensive initial cost. Slightly more technical.
Most people will want to use a mix of 1 Cloud and 1 External Hard Drive. This will ensure that you follow the 3-2-1 rule.
Step 3: Automatic Backups
The number one reason people fail to back up their data is forgetting. When possible:
Enable automatic backups on your phone for photos and videos.
Set your computer to automatically back up. (Most backup software and your operating system will offer this.)
Set a recurring reminder on your calendar if you’re manually backing up.
This ensures you have no single point of failure.
Step 4: Phone
Phones can often contain some of the most irreplaceable data (especially photos!) however aren’t always backed up as regularly.
iPhone: Enable iCloud Backup or iCloud Photos.
Android: Enable Google Photos backup and Google Device Backup.
Check these today! Many people assume it’s automatically doing this.
Step 5: Check Backups Occasionally
If you’ve never checked your backups you can’t be 100% sure they’ll work. Occasionally:
Attempt to restore a file from your backup.
Check your external drive is working.
Ensure your cloud backup is up to date.
This single thing will ensure that your backups aren’t failing silently.
Security Tips
Where your backups contain sensitive data:
Where possible encrypt your backups which contain sensitive data (ID scans, Financial etc.)
Ensure you have strong unique passwords for your cloud backup. Enable Two Factor Authentication.
Be wary of external hard drives. If they are in a shared or public area it can pose a risk.
Simple Backup Checklist
Identify your most important, irreplaceable files.
1 Automatic Cloud Backup.
1 Physical Backup (External Hard Drive).
Automatic Backup for your phone (Photos/Data).
Check your backups every few months.
Ensure you have at least 1 off site backup.
Final Thoughts
Although backing up can seem like a pointless task, once you’ve lost something you’ll realise how important it is! Luckily setting up a good backup system doesn’t take long at all.
Do yourself a favour and set this up today.
Have you ever lost important files? Or have you ever been saved by a backup? Share your story below! Someone may need the push!
