Important Guidelines When Backing Up Files

Computers are fragile. They can get damaged anytime and are prone to cyber attackers that encrypt files making them unreadable. In addition, there are unpredictable events that are beyond our control such as theft, natural disasters, and device failure. There is also user negligence which can result to permanent data loss. For instance, unintentional deletion of files or overwriting an existing file.

To prevent frustrations, stress, headache, and having trouble in your job or business it is highly recommended to practice data backup. It is easy to do and can be done in different ways.  

You can use USB flash drives which can be easily inserted in laptops and desktops anytime you need it. These devices are small, handy to carry around, and easy to hide. They are available from 1GB to 2TB capacity allowing you to choose one that best suits your need.

External hard drives like SSD and HDD are also great for backing up files. Like flash drives, these devices can be connected to computers via USB port. They are slightly bigger than flash drives, portable, and also easy to hide. External hard drives provide more storage capacity than flash drives, ranging from 1TB to 18TB.

Another way of backing up files is through a cloud storage system. In which files are stored in a remote location that you can access anywhere via an internet connection. This is more convenient than using flash drives or external hard drives as you don’t need to insert a device in your computer to copy and save files. In fact, a smartphone is enough to use a cloud storage. This makes it easy to backup memorable photos and videos from your cellphone too.

Simply download your preferred cloud storage app in your computer or smartphone to start backing up your important files to a remote location. The most popular cloud storage providers that people trust are: Dropbox, Google Drive, One Drive, and iCloud.  One of the best things about cloud storage systems is they allow automatic backup. So, you don’t need to worry about forgetting to backup your precious files. Many cloud storages can be use for free with limited storage capacity, mostly up to 5GB. For more space, you can upgrade to a paid account which lets you use up to unlimited storage capacity, depending of your choice of subscription.

Last but not the least are NAS (Network Attached Storage) devices. They allow automatic backup for multiple computers which make them a good backup system for businesses. The device allows multiple hard drive insertion that gives you as much storage as you want. Most NAS can accommodate six to eight drives. But there are expansion units you can add for much more storage capacity.

Flash drives, hard drives, cloud, and NAS are all efficient in backing up your files. However, to secure your important documents and irreplaceable photos even more securely, I suggest following the 3-2-1 rule in backing up.

The 3-2-1 rule of data backup is maintaining at least 3 different copies of your files. Using at least 2 different ways of backing up. And ensuring at least 1 of the backup copies is kept in a separate location. For instance, saving your first copy on a flash drive. Your second copy on another flash drive (or hard drive). And the third copy on a cloud. Why it’s important to do this? Devices such as flash drives, hard drives, and NAS can be lost, stole, or damaged especially when there is a natural disaster. Like floods, fires, or earthquakes. Having just one copy still has the risk of losing the files all at once. The same as having multiple copies and storing them in one location. Imagine keeping all your backup copies inside your house then there’s a flood and none of your devices survive.

You might be thinking that a cloud backup should be enough since it’s safe from thieves, device lost, and calamities. But no. Clouds can be attacked by cyber criminals. Despite having high security protection, there is still a chance that a cyber attack can get through their systems. Moreover, cloud storage providers can change their policies anytime. If you’re one of the many who just check the “I agree” button without fully reading the long policy provided, your backup files might be at risk to permanent deletion before you even notice it.

Again, backing up files is crucial in preventing permanent data loss. Having one backup file is better than not having one at all but it’s not enough. Having two backup copies is great. But maintaining 3 backups gives you a higher chance that your important files can survive against device damage, thieves, natural catastrophes, and cyber-attacks.