Why backups matter
Every storage device eventually fails, gets lost, or is damaged. Beyond hardware failure, files are lost through accidental deletion, a spilled drink, a stolen laptop, a software bug, or malicious software that scrambles or deletes data. A backup is simply a separate copy of your files that you can restore from when something goes wrong.
The key word is separate. A copy that sits on the same device as the original, or that is changed automatically whenever the original changes, may disappear along with it. Most people only think about this after losing something they cannot replace, such as family photos or years of documents.
Backup, sync and archive are different things
These three ideas are often confused.
- Backup: a copy made so you can recover after loss. Ideally it keeps older versions, so you can retrieve a file as it was last week.
- Sync: keeps the same files up to date across several devices. If you delete a file on one device, the deletion usually spreads to the others. Sync is convenient, but on its own it is not a safe backup.
- Archive: a place to move files you want to keep long term but no longer use daily. An archive also needs its own backup.
Many cloud services combine these features, which makes it worth reading how yours behaves when a file is deleted or changed, and how long deleted items are kept.
Decide what is worth protecting
You do not need to copy everything on day one. Start with what cannot be replaced.
- Photos and videos
- Personal and financial documents, such as tax records and scanned paperwork
- Work or school projects and creative files
- Exported data from apps you rely on, such as contacts, notes or saved passwords
- Settings or files that would take a long time to recreate
Programs and operating systems can usually be reinstalled, so they are lower priority. If you have a lot of data, sort it into “irreplaceable”, “inconvenient to lose” and “easy to replace”, and begin at the top.
The simplest ways to begin
There is no single correct method. Three common starting points are:
- An external drive. You connect a portable drive and copy your important folders to it, either by hand or with the backup tool built into your operating system. This is inexpensive and fully under your control. The trade-off is that you have to remember to connect it, and it can be lost or damaged along with your computer if you keep them together. A comparison of external drives can help you choose between types.
- An online backup or cloud storage service. Files are copied over the internet to a provider’s servers, often automatically. This protects against fire, theft and flood at home. The trade-offs include ongoing cost, upload time for large collections, and trusting a company with your data. The wider question of cloud storage versus local copies is worth thinking through before committing.
- A combination of both. Many households keep one copy at home and one online, which protects against more kinds of problems than either alone. The idea of keeping several copies in different places is often summarized as a backup rule, and it gives a useful target once you are comfortable with the basics.
Whichever you pick, automation helps. Backups that rely on you remembering tend to get skipped, so schedule them where you can.
Phones and tablets
Phones often hold your most personal photos. Most phones offer a built-in way to back up to an online account, but the settings may be off, may cover only some data, or may stop silently when the free storage runs out. Check what is actually included, and look at your phone storage occasionally, since a full account or a full device can interrupt automatic copying. Photos in particular deserve a deliberate plan.
Protect the backup itself
A backup holds the same sensitive information as the original, so treat it with the same care.
- Use a strong, unique password for any backup account, ideally stored in one of the password managers available, and turn on two-factor authentication where it is offered.
- Consider encrypting backup drives, especially portable ones that could be lost. Keep a record of the password or recovery key somewhere safe, because encrypted data is usually unrecoverable without it.
- Keep operating systems and backup software up to date through regular software updates, as outdated programs are a common way for problems to start.
Test your backup
A backup you have never restored from is only a hope. Every so often, pick a few files and try to open or restore them from the backup. Check that the most recent copy is recent, that large folders are included, and that files open correctly. It takes a few minutes and can reveal a problem, such as a drive that stopped being recognized or a schedule that quietly stopped running, while the original files still exist.
Make it a habit
A reasonable routine for a beginner is:
- Set up automatic backups for your computer and phone.
- Once a month, glance at the backup status to make sure it is still running.
- A couple of times a year, try restoring a few files.
- Replace drives before they become old and unreliable. Warning signs such as failing devices, including strange noises, slow performance and errors, are a cue to copy your data right away.
Backups cannot prevent every loss, and no method is guaranteed, but even a basic routine makes a serious data loss much less likely to be permanent.