Data Backup Guide
Why Backups Fail
Most people who lose data thought they had backups. Common failure modes:
- External drive died from age or impact
- Cloud sync deleted files because the local copy was corrupted
- Ransomware encrypted both the computer and the connected backup drive
- Backup software stopped running silently months ago
- The backup was never tested; restoration failed when needed
A backup is not real until you have successfully restored from it.
The 3-2-1 Rule
3 copies of your data: Original + 2 backups 2 different media types: Do not rely on two hard drives that can fail the same way 1 copy offsite: Protects against fire, theft, and flood
Implementation for Individuals
Tier 1: The Minimum Viable Backup ($70)
- Original data: On your computer
- Local backup: External USB drive (4-5TB, ~$70) with built-in backup software
- Cloud backup: Google Drive, Dropbox, or iCloud for critical documents
Set up automatic backups to the external drive. Manually upload irreplaceable files (photos, documents) to cloud storage.
Tier 2: The Serious Backup ($150/year)
- Original data: On your computer
- Local backup: External SSD (faster, more reliable than spinning drives)
- Cloud backup: Backblaze or Carbonite unlimited backup (~$7/month)
Backblaze runs continuously, backing up everything including external drives. The unlimited plan means you never worry about storage caps.
Tier 3: The Paranoid Backup ($300/year)
- Original data: On your computer + NAS (Network Attached Storage)
- Local backup: NAS with RAID 1 (mirrored drives)
- Cloud backup: Backblaze B2 or AWS S3 Glacier for encrypted offsite storage
A NAS provides centralized storage for all household devices. RAID 1 protects against single drive failure. Offsite cloud protects against fire and theft.
What to Back Up
Critical (irreplaceable):
- Photos and videos
- Documents and tax records
- Password manager database
- Code repositories and creative projects
Important but recoverable:
- Music and movie libraries (can be re-downloaded)
- Applications (can be reinstalled)
- Game saves (cloud-synced on Steam, PlayStation, Xbox)
Not worth backing up:
- Downloads folder
- Browser cache
- Temporary files
Testing Your Backups
Every quarter, perform a restoration test:
- Pick 5 random files from your backup
- Restore them to a different location
- Open them and verify they are intact
- Check backup logs for errors or skipped files
If restoration fails, fix the issue immediately. A broken backup is worse than no backup because it creates false confidence.
Ransomware Protection
Ransomware encrypts your files and demands payment. If your backup drive is connected when ransomware strikes, it encrypts the backup too.
Protection strategies:
- Use a backup drive that disconnects after backup completion
- Maintain an offline backup (air-gapped) updated monthly
- Use cloud backup with versioning (Backblaze keeps 30 days of file versions)
- Never leave your backup drive connected 24/7
Cloud Backup vs. Cloud Sync
Cloud sync (Dropbox, Google Drive): Mirrors your local files. Delete a file locally, it deletes in the cloud. Not a true backup; it is a synchronization tool.
Cloud backup (Backblaze, Carbonite): One-way upload to the cloud. Deletes locally do not affect cloud copies. True backup with versioning.
Use both: sync for daily access, backup for disaster recovery.
The Bottom Line
Hard drives fail. Laptops are stolen. Ransomware evolves. The only question is whether you will be prepared when, not if, data loss occurs. Implement the 3-2-1 rule today for under $100. Test your backups quarterly. The peace of mind is worth far more than the cost.