What a backup actually is
A backup is a separate copy of your files, kept somewhere that would survive if the original were lost. The key word is separate. A file that is synced between your phone and your laptop is not necessarily backed up, because deleting or damaging it in one place can quickly change it in the other. A real backup protects you from the original disappearing for any reason.
People tend to think about backups only after losing something, and by then it is too late. Taking a little time now is much less painful than trying to recover years of family photos later.
What backups protect against
Files are lost in more ways than most people expect. The common ones are ordinary and unglamorous:
- A phone or laptop that is dropped, soaked, lost or stolen.
- A hard drive or memory card that simply stops working, which every storage device eventually does.
- Accidental deletion, or overwriting a file with the wrong version.
- A program that locks or damages files. Keeping an offline copy is one of the strongest defenses against this kind of problem.
- An account that becomes unreachable, for example if a service closes it or someone gains control of it.
A backup does not stop any of these things from happening. What it does is limit the damage to a short inconvenience.
Decide what is worth keeping
You probably do not need to back up everything. Start by listing what could not be replaced or would be costly to recreate. For most households this means family photos and videos, personal documents such as tax papers and contracts, schoolwork or creative projects, and exported data from apps that you care about. Programs and operating systems can usually be reinstalled, so they matter less.
It helps to know where those files live. Photos might sit on a phone, a camera card and a laptop at the same time. Taking five minutes to find them all prevents the unpleasant surprise of discovering that some were never copied.
A simple rule of thumb: three copies
A commonly suggested approach is to keep three copies of important files: the original, one copy on a different type of storage, and one copy in a different place. For example, the original is on your laptop, a second copy is on an external drive, and a third is stored with an online service or kept at a relative’s home.
This sounds like a lot, but it is flexible. The idea is that one single event, such as a burst pipe, a theft or a failed drive, should not be able to destroy every copy. If three copies feels like too much, two copies in two locations is far better than one.
Choosing where to store backups
There are two common options, and many people use both.
External drives. A portable hard drive or solid-state drive is a one-time purchase, and you control the data physically. The downsides are that you must remember to plug it in, and that it can be lost, damaged or stolen along with the computer if kept beside it. Storing it in a different room is better than nothing; storing it elsewhere is better still.
Online or cloud storage. Many services will copy photos and files automatically over the internet. This takes little effort and keeps a copy away from your home. Consider the trade-offs: there may be a monthly cost for larger amounts of storage, you depend on the provider, and your data is held on someone else’s systems. Protect the account carefully with a strong, unique password and two-step verification, since anyone who gets into it can see everything stored there.
Automate it so you do not rely on memory
The best backup is the one that happens without effort. Most phones, tablets and computers have built-in options to copy photos and settings automatically on a schedule. Turn those on and let them run while the device is charging and connected to your home network.
For an external drive, set a recurring reminder, such as the first Sunday of each month, to plug it in and copy new files. Keeping the routine tied to a date you already remember makes it more likely to stick.
Beware of sync being mistaken for backup
Folder syncing is convenient, but it mirrors changes, including mistakes. If a file is deleted or corrupted on one device, that change may spread to the others. Some services keep older versions or a recycle bin for a limited time, which can help, but you should check how long deleted items are kept rather than assuming. A true backup keeps a copy that does not change just because the original did.
Test that you can actually restore
A backup you have never tried to restore is only a hope. Every few months, open a handful of files from the backup and confirm they work. Try a few photos, a document, and if possible a larger video. Check that the dates look correct and that nothing is missing. If an automatic backup has silently stopped because storage filled up or you changed your password, a quick test is how you will find out.
A realistic starting point
Backups are part of wider good habits for keeping your devices secure, and they are especially worthwhile because they help no matter what kind of problem occurs. Remember that no system is flawless, so an extra copy of the truly irreplaceable items is always a sensible choice.