With today’s rapid growth in technology nearly all aspects of life now depend on it (social media, banking, etc.) as well as nearly everything else we do daily (e.g., work documents, emails, photos and videos). The amount of data that we produce and use continues to grow and change. This is one reason why many people do not recognize the importance of keeping their data backed up. However, because of either hardware failure, software glitches, malware infections, or by accident, losing data could occur at any moment.
Without a solid back-up plan you may never recover some of the lost information.
Knowing the best ways to back up your data will help you save time, frustration, and will give you peace of mind knowing that you have a safety net in case something goes wrong with your computer.
Why Backups Are Essential
Backup systems allow for access to your important data, even after failure of your main storage unit. Many times the need for backup is due to one of the following common events:
- Hardware Failure: When hardware such as hard drives, solid state drives (SSD), etc. fail, you lose all data saved on the device.
- Deletion by Mistake: The most common cause of data loss is accidental deletion of files and/or folders which cannot be recovered without a backup.
- Ransomware/Malware Attacks: Ransomware and malware attacks are becoming increasingly popular among cyber criminals who will encrypt or delete your files. A backup of your system will prevent you from having to pay a ransom.
- Corrupt Software Files: Bugs in software programs or problems caused by updates may corrupt your files so they can no longer be read or used.
- Disaster: Fire, flood, tornadoes, earthquakes, etc. may damage or destroy your equipment. Having an off site copy of your data will save it.
Having a backup plan in place will minimize downtime in the event of any of the above occurring.
Types of Backup Methods
There are many ways you can back up your data, and the most suitable method for you will depend upon what you want to achieve, how much money you have available to spend, and what degree of technical ability you possess.
The three main types of backups are:
- Full Backup: A full backup involves making an exact copy of everything in your computer or server. This is a complete backup; however, it takes a considerable amount of time to create (and therefore can take a lot of space on your storage media) and requires a large amount of storage space.
- Incremental Backup: An incremental backup involves backing up only those files that have been modified or added since the last time you backed them up. Incremental backups are faster than full backups, which makes them a good option when you do not need to go as far back as a full backup, and they consume less storage space than full backups.
- Differential Backup: A differential backup involves backing up all of the files that have been changed since the last full backup was created. Differential backups strike a middle ground between storage requirements and processing speed.
- Cloud Backup: Cloud backups store your data remotely on servers provided by cloud-based services. Because your data is stored in the cloud, it is protected from local disasters such as fire, theft, etc., and you will always have access to your data from anywhere with internet connectivity.
- External Storage Backup: External storage backup involves physically transferring data to external storage devices such as external hard drives, USB drives, or network attached storage (NAS) devices. This provides you with physical control of your backup(s).
Many users utilize a combination of these backup methods to provide redundancy and increase overall security.
Best Practices for Backups
Implementing an effective backup strategy involves more than just copying files occasionally. Here are some best practices to follow:
1. Use the 3-2-1 Rule
The 3-2-1 Rule is a very popular approach to backing up data. The 3-2-1 Rule states to keep 3 Copies of Your Data; (Your Original Data + 2 back-ups). To store those back-ups on two different types of Media; (Cloud Storage + External Hard Drive) and Store one Copy Off-site as well as the other Two Copies to protect yourself from Physical Disasters. The 3-2-1 Rule will minimize your chance of losing all three copies of your data at one time.
2. Automate Back-up
Backing up manually is usually forgotten or delayed. Automated Back-up Solutions will create back-up copies automatically without requiring any action from the user. Many Operating Systems and Cloud Services have scheduling capabilities to automate Back-ups.
3. Test Your Back-up
If a Back-up doesn’t work then it’s worthless. It is important to periodically check your Back-up Files to make sure they can be Restored Successfully. Testing your Back-up Files will also help you identify if your Back-up Files contain any corrupted data or missing data.
4. Protect Your Back-up Files
You must secure your Back-up Files just like you would any other sensitive data. Encrypting Sensitive Data and using Strong Passwords for Cloud Storage Accounts will prevent unauthorized access to your Back-up Files if your Back-up Storage Account is compromised.
5. Maintain Multiple Versions
Keeping multiple versions of your files will assist you with recovering from errors or corrupted files. Many Cloud Services provide you the ability to revert to older file versions.
6. Make Sure You Back-up Everything Important
When creating a back-up, make sure you include all important files including but not limited to documents, photos, videos, Application Data, System Settings, Email Archives, and Browser Bookmarks. Many people tend to overlook these important files when creating their back-up.
Selecting a Backup Solution
The ideal backup solution will vary based upon your needs:
Individuals, who are simply looking to back-up their data, may choose to utilize cloud-based services such as Google Drive, OneDrive, or Dropbox, and also purchase an external hard drive to add redundancy to their backup strategy.
A small business may elect to utilize a NAS (Network Attached Storage) device that is configured to perform both local and cloud based backups at predetermined times.
Large enterprises usually have sophisticated backup strategies in place that include multiple layers of backup, i.e., on-site and offsite replication, automated testing and validation, and disaster recovery strategies.
When choosing a backup solution you should consider the costs associated with the product or service, its reliability, how quickly it can restore data, the amount of storage available, and how easy it will be to recover lost files.
Final Thoughts
A reliable backup plan is necessary for today’s digital lives. Losing significant documents could cause serious problems, including stress, lost productivity, and even financial consequences.
The most effective way to prevent these issues is to develop a solid backup plan. Whether through cloud services, external drives, or a combination of both, being proactive in the process will ensure your data is protected, available when needed, and recoverable at all times.
A backup plan should not be viewed as an option; rather, it should be viewed as a necessity in the digital world we live in.