When was the last time you backed up your computer files? Yeah, I know what you’re thinking: Isn’t that like flossing or getting a full 8 hours of sleep every night? Something we’re supposed to do but no one actually does?
You might roll your eyes and laugh at the thought of backing up your data every single week (at a minimum), but you won’t be laughing much longer once your family vacation photos or that manuscript you worked on for two years are are gone forever.
Fortunately, backing up your files isn’t as complicated as you might think. There are even some options that will make the process automatic! Read on for the different ways you can start backing up your data right now, as well as the best backup practices.
Then go floss your teeth and take a nap.
How to Backup Files
When it comes to backing up your files, you have 5 main options for the tools you can use. We’ve listed the pros and cons of each, so you can choose the backup method that’s right for you.
1. External Hard Drive
External hard drives have been around for decades, which means they’re trusted and used by many people.
To back up files using an external hard drive, you’ll usually connect the drive to your computer with a USB cable. You can then select the files you’d like to copy to the drive. Most hard drives can store between 250GB to 1TB of data.
However, as you’ll likely keep your hard drive in the same area as your computer, it will still be vulnerable to many of the threats facing your computer, such as theft or natural disaster. Backup is not automatic, either, so you’ll need to make a plan to regularly back up your data.
If the worst happens, anything you saved on your computer since your last backup to the external drive will be lost.
Pros:
- Relatively inexpensive
- Lots of space for larger files
Cons:
- Vulnerable to loss and damage
- Backup is not automatic
2. Thumb or USB Flash Drive
Flash drives, or thumb/USB drives, are sold virtually everywhere, and if you don’t need more that a few gigabytes of space, you can easily find one for under $10, making this an extremely convenient option.
The amount of storage you’ll get varies, ranging from 1 GB or less, all the way up to 128 GB.
Using a flash drive to back up your files is as easy as dragging and dropping or copying and pasting your data to the drive.
Pros:
- Inexpensive
- Easy to use
- Portable
Cons:
- Can be easily lost
- Limited storage
- Backup is not automatic
3. Cloud Storage
The “cloud” refers to an offsite provider that allows users to store data on their huge servers. Using cloud storage is often a wise move because in the event that your computer or external drive are stolen or somehow physically destroyed, your files will be safe.
Examples of cloud providers include Google Drive, iCloud, OneDrive, Dropbox, Sync, and pCloud. In most cases, you just need to create an account, which you can access anywhere with your email and chosen password. (Alternatively, if you don’t have to backup many files often, you can also email documents to yourself.)
Most of these services are generally very safe, but there have been data breaches in the past, so be sure to do your research and make sure you understand
Pros:
- Protected from local disasters and damage
- Can be accessed anywhere
Cons:
- Will not protect against deletion or file overwriting
- Requires internet connection to work
- Security breaches are possible
- Backup is still not automatic
4. Cloud Backup
It’s easy to confuse cloud storage with cloud backup, but these are not actually the same thing. Unlike cloud storage, which requires you to manually select which files get stored, cloud backup is a software-based solution that automates the backup process for you.
You’ll first need to install the software on your device. The first time you launch the application, you’ll need to choose which files to back up. This first, initial backup can take anywhere from a few hours to a few days, depending on how much you need to back up.
Once that’s done, though, your backups will be done automatically, even while you’re in the middle of working on a file, so you can always be sure to have backup of your most recent versions.
Pros:
- Automatic backup
- More resistant to human error
- Can be accessed anywhere
Cons:
- You can’t account for security breaches
5. Printing
This last option probably seems very archaic, and it certainly isn’t ideal for all of your documents. Yet, printing does offer you a hacker-proof hard copy of your most important files, like legal or identification documents, or even that precious manuscript you’ve worked so hard on.
Pros:
- Immune to technical issues or outages
- Cannot be hacked
Cons:
- Requires physical storage space
- Does not work for video and other file types
- Does not save updates
- Not great for the environment
Tips for Backing Up Your Files
Follow these 3 rules to make your backups more effective.
Use the 3-2-1 rule.
According to The New York Times, experts recommend following the “3-2-1 Rule” when it comes to backing up your files.
This means you should make 3 copies of your data: 2 of them local (on different devices), and 1 off-site. For example, you could have the original data on your computer, a backup copy on an external hard drive, and another on the cloud.
This system will cover all your bases, provided you don’t get hit with a local disaster AND the end of the internet all at once.
Back up your data every week.
Most tech experts recommend backing up your computer every week, but that can vary depending on the nature of your computer use.
For example, if you use your computer for important work on a daily basis, you probably want to back up your data every day. On the other hand, if you mostly use your device to play cards, shop online, and browse news articles, you may not need to perform a backup as often.
To take the hassle out of frequent backups, consider using a cloud backup system that will automatically save the most recent versions of your files.
Don’t wait.
Finally, if you haven’t been backing up your data at least once a week, start right now!
You never know when a coffee spill, virus, or other threat to your computer can strike, so don’t wait to back up those precious files. Prioritize your data and get started with the most important files.
Once you’ve completed a thorough backup, check out our tips for creating an effective system to keep your files organized.
Why You Should Back Up Your Files
Regularly backing up your files is important because at any moment, your files could be compromised and even lost forever. All it takes is a spilt glass of water, a malware attack, a crash, or accidentally deleting or overwriting your files.
Of course, if you knew when these things are going to happen, you wouldn’t have much of a problem—but that’s usually not the case.
Frequently backing up your files not can save your important photos, documents, and other data. But perhaps more importantly, it offers you peace of mind, knowing that you’re prepared should anything happen.
Did you find this post helpful? Let us know in the comments below!
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As a blog writer for TCK Publishing, Kaelyn loves crafting fun and helpful content for writers, readers, and creative minds alike. She has a degree in International Affairs with a minor in Italian Studies, but her true passion has always been writing. Working remotely allows her to do even more of the things she loves, like traveling, cooking, and spending time with her family.
