Data loss from hardware failure, ransomware, or accidental deletion happens more often than we think. In my role at Chief Luthuli Primary School, I performed regular system backups and maintained IT asset registers to ensure quick recovery of digital documentation, payroll, and compliance reports.
Following the trusted 3-2-1 backup rule (3 copies, 2 different media types, 1 off-site) is straightforward and effective—even for small teams or individuals handling sensitive learner/job-seeker data.
What to Back Up
Critical files: Documents, spreadsheets (Excel/Google Sheets with learner/employee info), photos, emails, databases.
Prioritize: Anything irreplaceable or confidential (e.g., MERSETA registration data, COIDA reports).
Follow the 3-2-1 Rule
3 copies: Original + 2 backups.
2 different types: E.g., external hard drive + cloud storage.
1 off-site: Cloud or stored away from your location (protects against theft/fire/flood).
Practical Steps for Small Teams/Organizations
Choose Tools:
External hard drive/USB (for local copy).
Cloud: Microsoft OneDrive (built into 365), Google Drive (free tier), or free options like pCloud.
Set Up Automatic Backups:
On Windows: Use File History or OneDrive sync.
Schedule daily/weekly: In my school role, automated backups saved hours during issues.
Encrypt for Security:
Password-protect cloud folders or use BitLocker on drives.
Avoid emailing backups—use secure share links.
Test Recovery:
Monthly: Restore a test file to confirm it works.
Keep backup logs (simple Excel sheet).
Extra Tips:
Version history: Microsoft 365/Google keep old file versions.
Off-site rotation: Store one drive at home or trusted location.
For sensitive data: Delete unneeded copies securely.
Why This Protects Vulnerable Info
In education or community projects, lost records can delay services or expose privacy. Regular, secure backups build resilience without fancy tools.
Implement 3-2-1 today—it's one of the easiest ways to safeguard your work and the people you serve
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