Important
The best time to set up backups is before you experience data loss. If you're reading this after losing important files, skip to the Data Recovery section for immediate help.
Understanding the 3-2-1 Backup Rule
The foundation of any good backup strategy is the 3-2-1 rule, a simple but powerful concept recommended by data security experts worldwide:
3 Copies
Keep at least three copies of your important data: the original and at least two backups. This ensures redundancy if one copy fails.
2 Formats
Store backups on at least two different types of storage media. For example, an external hard drive and a cloud service.
1 Offsite
Keep at least one backup in a different physical location than your original data to protect against localised disasters like fire, flood, or theft.
Following this rule provides multiple layers of protection and dramatically reduces the risk of permanent data loss. Even if you're just getting started with backups, working toward this goal will significantly improve your data security.
What Data Should You Back Up?
Not all files are created equal. When planning your backup strategy, prioritise backing up these types of data:
High-Priority Data
- Personal photos and videos - Often irreplaceable memories
- Financial documents - Tax returns, investment records, receipts
- Personal documents - Birth certificates, passports, wills, medical records (scanned)
- Creative work - Writing, artwork, music, design projects
- Email archives - If stored locally
Medium-Priority Data
- Purchased digital content - E-books, music, movies (check if recoverable from the vendor)
- Software and game installations - Especially those without cloud saves
- Browser bookmarks and passwords - If not synced to a cloud service
- System settings and preferences - To speed up recovery after a system reinstall
Consider Excluding
- Operating system files - These can be reinstalled
- Application program files - Better to reinstall fresh versions
- Temporary files and caches - These are constantly changing and not worth saving
- Streaming content - Content from services like Netflix or Spotify can be accessed again
Tip
Create a document listing all your important online accounts, purchased software, and subscription services. Store this securely with your backups to simplify recovery if you need to rebuild your digital life from scratch.
Backup Storage Options
Each storage option has strengths and weaknesses. The best approach combines multiple methods for comprehensive protection.
Local Backup Options
| Storage Type | Pros | Cons | Best For |
|---|---|---|---|
| External Hard Drive |
|
|
Complete system backups; large media collections |
| Solid State Drive (SSD) |
|
|
Frequently accessed backups; portable backup needs |
| USB Flash Drive |
|
|
Small critical files; portable document storage |
| Network Attached Storage (NAS) |
|
|
Multi-device households; media libraries; tech-savvy users |
Cloud Backup Options
| Service Type | Pros | Cons | Best For |
|---|---|---|---|
| Dedicated Backup Services (Backblaze, Carbonite, iDrive) |
|
|
Complete system protection; "set it and forget it" backup needs |
| Cloud Storage (Dropbox, Google Drive, OneDrive) |
|
|
Important documents; files needed on multiple devices |
| Photo-Specific Services (Google Photos, iCloud Photos) |
|
|
Photo and video collections; smartphone backup |
Note
Cloud storage isn't a replacement for local backups. Internet outages, account issues, or service discontinuation could affect access. Always maintain local copies of your most critical files.
Setting Up Automated Backups
Manual backups are better than none, but they rely on you remembering to perform them regularly. Automated solutions ensure consistent protection without requiring constant attention.
Windows Built-in Backup Solutions
File History (Windows 10 and 11)
Setup Steps
- Connect an external drive to your computer
- Open Settings > Update & Security > Backup (Windows 10) or Settings > Accounts > Windows Backup (Windows 11)
- Click "Add a drive" and select your external drive
- Click "More options" to configure which folders to include, how often to back up, and how long to keep backups
- File History will now automatically back up your selected folders according to your schedule
System Image Backup
For complete system protection:
- Connect an external drive with sufficient space
- Search for "Backup settings" in the Start menu and open it
- Scroll down and click "Go to Backup and Restore (Windows 7)"
- Click "Create a system image" on the left
- Follow the wizard to create a complete system image
macOS Built-in Backup: Time Machine
Setup Steps
- Connect an external drive to your Mac
- You'll likely see a prompt asking if you want to use the drive with Time Machine; if so, click "Use as Backup Disk"
- If not prompted, go to System Settings (or System Preferences) > Time Machine
- Click "Select Backup Disk" and choose your external drive
- Check "Back Up Automatically" to enable regular backups
- Time Machine will automatically back up your entire system hourly (for the past 24 hours), daily (for the past month), and weekly until the drive is full, at which point it will delete the oldest backups
Cloud Backup Setup
Most cloud backup services follow a similar setup process:
- Sign up for a service (Backblaze, Carbonite, iDrive, etc.)
- Download and install their desktop application
- Sign in with your account credentials
- Select which files and folders to back up (or accept the default selections)
- Configure scheduling and bandwidth options if available
- Allow the initial backup to complete (this may take days depending on your data amount and internet speed)
Tip
For your initial cloud backup, consider using an "unlimited" or unmetered internet connection, as the first backup can be quite large. Some services also offer a "seed" option where they send you a physical drive to use for your initial backup.
Mobile Device Backup
Don't forget your smartphones and tablets, which often contain precious photos and important information:
iOS (iPhone/iPad) Backup
- iCloud Backup:
- Go to Settings > [your name] > iCloud > iCloud Backup
- Toggle "iCloud Backup" on
- Tap "Back Up Now" for an immediate backup
- Computer Backup:
- Connect your device to your computer
- In Finder (macOS Catalina or later) or iTunes (earlier macOS or Windows), select your device
- Select "Back up all of the data on your iPhone to this Mac/PC"
- Check "Encrypt local backup" for password protection and to include Health and HomeKit data
- Click "Back Up Now"
Android Backup
- Google Account Backup:
- Go to Settings > System > Backup (menu names may vary by device manufacturer)
- Ensure "Back up to Google Drive" is enabled
- Tap "Back up now" for an immediate backup
- Manufacturer-Specific Solutions:
- Samsung: Settings > Accounts and backup > Samsung Cloud
- Other manufacturers may offer their own backup solutions
- Third-Party Apps: Consider apps like SMS Backup & Restore for text messages, or specialised photo backup apps
Testing Your Backups
An untested backup is not a reliable backup. Regularly verify that your backup system works as expected:
How to Test Backups
- Quarterly Verification: Set a calendar reminder to test your backups every 3-4 months
- File Recovery Test:
- Select a few random files from your backup
- Attempt to restore them to a different location
- Verify the restored files open correctly and contain the expected content
- Full Restore Simulation: At least once a year, simulate a more extensive recovery scenario:
- For Windows File History or macOS Time Machine: Restore a complete folder
- For system images: If possible, test restoring to a spare drive
- For cloud services: Try downloading a significant number of files or folders
Warning
When testing system image restores, do so on a spare drive if possible to avoid overwriting your current system. If you don't have a spare drive, be extremely careful about the restore target you select.
Common Backup Issues to Watch For
- Incomplete backups: Check logs to ensure all selected files are being backed up
- Permission errors: Some files may be skipped due to permission issues
- Corrupted backups: Files that appear in the backup but cannot be opened
- Outdated backups: Verify your automated backups are running on schedule
- Full backup drives: Check available space on backup drives regularly
Data Recovery Options
If you've already lost data and don't have a backup, you may still have options:
Recycle Bin/Trash
Check your operating system's trash folder first. Files deleted through normal means go here before permanent deletion.
Previous Versions
Windows File History and macOS Time Machine may have previous versions of files even if you didn't explicitly set them up.
Cloud Sync Services
If you use Dropbox, Google Drive, or OneDrive, check their web interfaces for file version history or recently deleted files.
Recovery Software
Tools like Recuva, TestDisk, or PhotoRec may be able to recover deleted files if the storage space hasn't been overwritten.
Professional Recovery
For critical data, professional data recovery services can often recover data even from physically damaged drives.
Alternative Sources
Check email attachments, shared files, social media uploads, or other places where you might have copies of important files.
Critical
If you need to recover deleted files from a drive, stop using that drive immediately. Every write operation could overwrite the data you're trying to recover. If possible, remove the drive and connect it to another computer for recovery.
When to Seek Professional Help
Consider professional data recovery services if:
- Your drive makes unusual noises (clicking, grinding)
- The drive isn't recognised by your computer
- The drive has been physically damaged (dropped, water exposure)
- You've experienced a logical failure (corruption, accidentally formatted)
- The data is extremely valuable and worth the recovery cost
Professional recovery services can be expensive (ranging from hundreds to thousands of pounds), but they have specialised equipment and clean rooms that may recover data when consumer methods fail.
Creating a Comprehensive Backup Strategy
Now that you understand the components of data protection, here's how to create a complete backup strategy that follows the 3-2-1 rule:
Sample Backup Plan for Home Users
- Primary Local Backup:
- External hard drive with Windows File History or macOS Time Machine
- Scheduled to run daily
- Stored in your home office
- Secondary Local Backup:
- Another external drive with a system image backup
- Updated monthly
- Stored in a different room of your home
- Offsite/Cloud Backup:
- Continuous cloud backup service for all important files
- OR critical files stored in cloud storage services
- Mobile Device Backup:
- Automatic cloud backup (iCloud, Google)
- Monthly computer backup connection
- Testing and Verification:
- Quarterly recovery tests
- Annual comprehensive recovery test
Budget-Friendly Alternatives
If the full strategy above seems overwhelming or expensive, start with these essentials:
- Enable built-in backup tools (File History or Time Machine) with an external drive
- Use free cloud storage tiers (Google Drive, OneDrive) for your most critical documents
- Back up your phone to your computer regularly
- Save important email attachments and documents to a USB drive and store it securely
Tip
Even an imperfect backup strategy is infinitely better than no backup at all. Start with something simple that you'll actually use, then improve it over time.
Backup Security Considerations
Your backups contain all your sensitive information, so protecting them is crucial:
Securing Local Backups
- Encryption:
- Windows: Enable BitLocker for external drives
- macOS: Enable FileVault for backup drives
- Or use the encryption options in your backup software
- Physical security: Store drives in a secure location, protected from theft, fire, and water damage
- Consider a fireproof, waterproof safe for critical backup drives
Securing Cloud Backups
- Strong, unique passwords for all cloud services
- Two-factor authentication (2FA) whenever available
- End-to-end encryption services when possible
- Be cautious of free services with unclear privacy policies
Protecting Sensitive Data
For highly sensitive information (financial, medical, legal documents):
- Consider using encrypted containers (VeraCrypt, BitLocker)
- Check if your backup solution allows encryption of specific files or folders
- Be aware of which countries your cloud data is stored in and their data protection laws
Need Help Setting Up Your Backup Strategy?
Our technicians can help you establish a robust backup system tailored to your specific needs, or recover data from problematic drives. We'll guide you through implementing the right combination of local and cloud backups to keep your valuable data safe.
Book a Support SessionWas this article helpful?
Reminder
These guides are provided as general information only. Your specific backup needs may require personalised advice. If you're unsure about implementing any of these strategies, please book a support session for assistance.