Years ago, my colleague went to a conference. Before she left, I encouraged her (maybe “insisted” is a better word) to buy an external hard drive to create a computer backup. After setting it up, she left the external hard drive in her office and took her computer to the conference.
On the way home from her conference, she realized someone had stolen the computer from her briefcase on the train. She panicked – she ran her entire business from that computer! Fortunately, for security reasons, she set her computer to wipe the drive after ten incorrect password attempts. But she still needed a replacement laptop.
She brought her new computer and backup external hard drive to my place. We reinstalled all her apps, software, and files exactly as they were before she left. In the end, the only document she lost was the one she worked on at the conference.
Her computer backup saved her business. That’s why I recommend backing up your computer files. As we move to a digital, paperless society, people store more and more documents, spreadsheets, and essential records on their computers, and it’s critical that they remain accessible – not just for the owner but for the owner’s power of attorney and executor.
Disaster Recovery Plan
In fact, computer backups should be part of your business (and personal) disaster recovery plan. You will ensure business continuity and protect private information from falling into the wrong hands. You might think your business is too small, but cybercriminals target small businesses because they know entrepreneurs don’t often use strong passwords or implement cyber-security systems and create computer backups. Don’t expose your business or personal information to such risk. Create a backup strategy today.
3, 2, 1, Computer Backup
Ideally, people should use the 3,2,1 backup strategy. It means you have at least three copies of your computer files. Two should be local (in your office) to be accessible but on two different media. For example, your computer hard drive and an external hard drive should each have a copy of your data.
You should also store a third copy in a different location in case of a disaster (fire, flood, etc.) in your home or office. You could keep your third copy at a family member’s or friend’s home or in a safety deposit box at a local bank.
What About File Sync?
Many people today assume that because they are using a cloud drive system (iCloud, Dropbox, Google Drive, etc.), they don’t need to back up their digital files. But that’s not true. Cloud drives synchronize your files; they don’t (typically) make a copy.
A computer backup is a one-way process. It copies files from one location to another. Once the copies are made, you do not edit or change them. File synchronization means one copy is stored in a place and accessible from multiple locations. For example, you can sync a file in your cloud drive to access it from your phone or computer or share it with another person.
The problem with syncing is that if you delete the file, chances are, you delete it everywhere, and no one can access it. (However, many cloud systems offer a “restore from trash” or “view the previous version,” but that deleted file may only be accessible for a few days.) A backup copy ensures you can restore a deleted file or return to a previous version.
The other risk of using cloud-based file sync is that it can be susceptible to viruses, malware, ransomware, and hacking. External hard drive backups (even CD backups) are disconnected from online services and thus more protected from these security threats.
Why You Need Both
In today’s hyperconnected world, you need both systems, file synchronization and a computer backup. You should be able to sync to a cloud drive to access your files whenever and wherever you need them. Additionally, you need a backup system to protect your digital data in an emergency.
Microsoft included an easy-to-use built-in Windows backup, and Mac has its Time Machine app. It may take a few hours to create the first backup, but afterwards, the system will work quietly in the background, backing up the files you create and update.
Creating an offsite backup can be a little more challenging. You can use the built-in software to create a backup on an additional external hard drive you can store elsewhere. Alternatively, you could subscribe to a cloud-based backup service like Carbonite or Backblaze. Canadians should strongly consider storing their data on servers in Canada (CloudPockets or N-Able), especially if they need to meet specific record retention and privacy regulations.
Make Computer Backups a Habit
First, decide what apps you will use to back up your system. Next, choose how often to generate your backup copies. Your on-site backup could run every day. People who frequently create and update files may need to create a weekly offsite backup. Other less active people might choose a monthly backup period.
Once you create a backup, you must test it to ensure you can access it. The backup is only a backup if it works.
Whichever systems and timings you use, create a policy, procedure, and work instructions on creating, storing, and accessing (reinstalling the copy) to help you build your computer backup habit.
Enlist Help
If you need help with how to go about creating a 3,2,1 computer backup system or procedure, enlist the assistance of a computer expert with experience in compliance and cyber-security.
Accessing digital information is essential in our hyperconnected world, so a computer backup is paramount. If your computer ever crashes or, in my client’s case, gets stolen, you can immediately plug in your backup hard drive to your new computer, and you’re back in business. Implement a comprehensive backup strategy today.