All my digital files—documents, photos, videos, music, code and more—are the core of my daily life. For a long time, I did not protect these files as well as I should have. I believed that saving everything to an external drive or putting it in “the cloud” was enough. It is not enough. Devices break, thefts happen, ransomware spreads, and disasters like floods can happen at any time. My warning came when my external drive failed, taking with it years of family photos. Now, with experience, I want to share what I have learned on how to set up and use a good backup plan that actually works for you, not just for IT professionals. I want to help you avoid the mistakes that caught me and so many others by surprise.
Notice: This piece was developed with AI-powered writing tools.
Understanding the Basics of Backup
What Is a Backup?
I used to think a backup meant copying files to a thumb drive now and then. I found out I was wrong when I lost that thumb drive and the originals got corrupted. A real backup means having a second or third copy that is ready to restore if something goes wrong.
It sounds simple, but I learned a few important things:
- Copying files to just one external drive is risky. That drive can fail, be stolen, or be lost in the same accident as your computer.
- I thought a RAID setup kept me safe. It does not. RAID only protects from some disk failures. It does not save you from accidental deletes, viruses, or theft.
- Cloud storage is just another computer in someone else’s building. It can go down or you can lose access.
A good backup is always up to date, covers your important files, and survives the problems you worry about most.
The 3-2-1 Backup Rule
When I wanted to get serious, I found the 3-2-1 rule everywhere. Now I always follow it, and so do many IT experts and people who lost data in the past:
- 3 copies of your important files
- 2 different types of storage
- 1 copy stored somewhere else, away from your main location
This rule protected me from device failures, deleted files, ransomware, and even a basement flood.
3-2-1 in Practice
For my family photos, which I cannot replace, I do this:
- Copy 1: The original photos are on my home computer.
- Copy 2: An automatic backup goes to our home NAS (Network Attached Storage) as soon as I add new photos.
- Copy 3: A cloud backup runs in the background, syncing to Google Photos and AWS Glacier. These are both stored in other places, which protects against fire, theft, or a big disaster at home.
You do not need to use exactly the same tools. You can use hard drives, USB sticks, cloud services, or even DVDs. The main thing is to have more than one kind of storage in different locations.
Types of Backups: Full, Incremental, and Differential
How you back up is as important as doing it at all. I learned this the hard way when I tried to restore files late at night and things did not work. Here is what I learned:
Full Backup
- Saves all your chosen files every time.
- Easy to restore from, since everything is in one backup.
- Downside: Uses a lot of storage and can take hours. My first full backup took all night.
Incremental Backup
- Saves only the files that changed since the last backup.
- Very quick and uses little extra space.
- Downside: To restore, you need the last full backup and all the incrementals since then. If you miss one, you can lose changes.
Differential Backup
- Saves all files changed since the last full backup.
- Faster than a full backup, but uses more space than incremental.
- To recover, you only need the last full and latest differential backup.
Tip:
I do a full backup of important folders every week. I use daily incremental backups with automated scripts. Once a month, I also make a differential backup.
Automated Backups for No-Code Tools
If you use no-code automation services for your business, like Make.com, it is important to back up your workflows. If you delete or change a workflow by mistake, it can cause big problems. Solutions like Bitmule offer daily backups of your Make.com scenarios. This keeps every version safe and lets you restore your automations easily if anything ever goes wrong.
Taking Inventory: What Should You Back Up?
Before I created my backup plan, I checked what files were most important to me. Here is the list I use and update often:
- Which files would upset me most if I lost them?
- Where are those files stored—laptop, phone, cloud?
- Do these files change often or rarely?
For me, the main things are:
- Photos: Originals on my laptop, copies on the NAS, and also in a cloud album.
- Documents: Synced with Dropbox, copied every night to the NAS, and sometimes saved to an encrypted USB drive.
- Music and Media: Most is streamed, but special tracks are saved both locally and in the cloud.
- Videos: Home movies are backed up both locally and in the cloud.
I do not back up system files since I can reinstall those. But I do back up my settings for creative apps and old tax records.
Automation and Documentation: The Keys to Reliable Backup
Manual backups work, but only if you remember. Many times I forgot to back up, and lost files as a result.
Here is what I use and suggest:
- Windows: “Backup and Restore” for folders, but I prefer Macrium Reflect for full disk images.
- macOS: Time Machine runs in the background. Even my family can use it to restore lost files.
- Linux: Rsync and Borg work well for me. My home server makes nightly backups.
- NAS: The built-in backup tools are very useful.
Why automate?
- Keeps everything protected on a regular schedule.
- No more forgetting to back up and losing important files.
Another lesson: write down your setup.
I keep a simple spreadsheet with:
- Devices and their backup locations
- What software and schedules I use
- How to restore files, and the results of any tests
If something happens to me, my family will know how to recover everything, even my crypto wallet keys.
Off-Site Storage: Protecting Against Total Loss
You can have many backups, but if they are all in the same place, you can lose everything in a fire, flood, or theft. For me, the off-site copy in the 3-2-1 rule made a big difference.
Off-Site Ideas
- I use cloud storage for most things. Backblaze for my laptop, Google Drive for documents, AWS Glacier for photos and videos.
- For a while, I kept an encrypted USB drive at a friend’s house. This was simple but effective.
- Some companies will mail you drives or store them for you if you want extra safety.
Note:
If you use cloud backups, check if they keep older versions of your files. This helps if a virus or malware changes your files, so you do not end up syncing a bad copy over your originals. File history in the cloud has saved me many times when I deleted the wrong file.
Testing Restores: The Step Most People Miss
My early backup plans failed when I needed them. I had never tested restoring until it was urgent. Do not make this mistake.
How I test now:
- Sometimes, I pick a file and restore it to make sure my backup works.
- Once a year, I do a full restore to a USB drive or a virtual machine. My phone’s restore option has saved me a few times as well.
- I write down how long the restore takes and what problems come up, so I know how fast I can get back to normal.
Advice:
Do not wait for a disaster to find out your backup is broken or you forgot the password.
Backup Myths and Common Mistakes
"My data is in the cloud, I’m safe."
I once lost access to a cloud account. If the cloud is your only copy, you are not backed up. Accounts can be hacked or locked, and mistakes happen.
"RAID or NAS keeps my data safe."
My RAID setup failed when I deleted an important folder. RAID helps with some problems but does not protect against most data loss.
"Manual backups are enough."
Manual backups only work if you never forget. I have skipped enough backups to know this is risky.
"One backup drive is all you need."
A friend of mine kept one backup drive in the same drawer as his laptop. A house fire destroyed both. Since then, I always keep at least one copy somewhere else.
Practical Backup Routines
Now, I use different routines for different parts of my digital life:
Creative work (photos, videos):
- Save project files on my main computer.
- Automatically copy to the NAS after importing.
- NAS copies itself to another NAS for extra safety.
- Every week, I back up to AWS Glacier using rclone.
Office work (my spouse’s method):
- Files are saved to a cloud folder like OneDrive or Dropbox.
- Every week, a full disk image goes to an external drive.
- Every month, that drive is moved to a safe deposit box.
Home user/simple needs (my parents’ way):
- Keep important files in one main folder.
- Every Sunday, plug in a backup drive and run a scheduled backup.
- At the end of the month, I swap the drive for an off-site copy for extra safety.
No-Code Automation Backup:
- If you use tools like Make.com to automate work, regular backups of your scenarios are important. Use services that offer daily automatic backups and easy restores for peace of mind.
Tools and Software to Consider
Automatic Backup Tools
- Rclone: Good for sending files to any cloud provider.
- Carbonite: Simple and automated, good for beginners.
- FBackup, AOMEI, EaseUS: Friendly options with free versions.
- Time Machine (macOS): A must-have for Apple users.
- Clonezilla, Macrium Reflect: Great for cloning and restoring whole systems.
Cloud Platforms
- Backblaze B2 and Personal Backup
- Amazon AWS S3 and Glacier
- Google Drive, Dropbox, OneDrive
- Wasabi Hot Storage for lots of data and fast access
Tip: I always use at least one local drive and one cloud provider. Using different media is an easy way to protect against unexpected problems.
How Often Should You Back Up?
Ask yourself, “How much can I afford to lose?” That will tell you how often to back up.
- For important projects that change often, I back up every hour or use instant cloud sync.
- For regular files, weekly backups are enough.
- How quickly I need files back and how much work I am willing to redo decides my backup schedule.
If you cannot stand to lose more than a day’s work, back up every day. If a week is fine, go weekly. Change your schedule as your needs change.
Continual Improvement: Your Backup Plan Is Never Finished
My data and the threats I face keep changing. Sometimes I ask myself:
- Where is all my data? Did I miss anything on my phone or an old laptop?
- Are there new tools that could help?
- Have I tested my restores lately?
- Are there things like router settings or security keys that I forgot to back up?
I improve my backup plan every time I learn something new or have a close call.
Conclusion: Backups for Peace of Mind
I used to hope I would not lose data. After losing files, I learned that everyone will lose data at some point. With a strong backup plan, I now sleep better and feel safe that my photos, writing, projects, and memories will survive anything.
If you do nothing else, start with one automated backup at home. For real safety, aim for three copies, two types of storage, and one stored elsewhere. Most important of all, always test your restore.
Your data is your story. Make sure it lasts.
What is your backup story or lesson? Have you found a good setup or survived a close call? Share in the comments to help others avoid disaster.
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