The backup that matters is the one you can restore

Start with what you cannot replace

The first step is not choosing a drive: it is identifying files you would lose permanently. Separate personal photos, documents, projects and important configuration files from applications you can download again. Record where they live and check the folders you actually use, including locations outside Documents.

Next, decide how much work you can afford to lose. A weekly backup may be inadequate for a project that changes every day. There is no universal frequency: the decision depends on how often you make changes and how difficult they would be to repeat. Set a specific frequency for each group of files.

What the 3-2-1 rule contributes

CISA’s guide describes the 3-2-1 rule: three copies of important files, on two types of media, with one copy offsite. Its purpose is to prevent a single incident from reaching every copy. [1]

One possible home arrangement keeps originals on the computer, a backup on an external drive and another in a remote backup service with version history. This is an organizational example; verify that your chosen solution actually provides history and recovery. Two folders on the same drive are not independent media, and two drives in the same bag share the risk of physical loss.

CISA’s ransomware guidance recommends offline, encrypted backups and tests of availability and integrity. [2] For your own files, the practical implication is that everything permanently accessible from the computer should not automatically be treated as protected.

Synchronization and backup: ask these questions

Synchronization is useful when working across devices. To find out whether it also meets your recovery needs, check what happens after deletion, how long version history lasts, how folders are restored and what happens when account access is lost. A service’s marketing name does not answer these questions.

Keep recovery keys for encrypted backups in a protected location separate from the only computer they might help you recover. Avoid making every alternative depend on an email account you can access only from that same machine. A useful plan covers both your files and access to the tools required to restore them.

Perform a restoration test

1. Create a test folder containing a document, a photograph and several subfolders.
2. Run the backup and check that it completes without warnings.
3. Edit a working copy of the document so you can distinguish versions.
4. Restore the earlier version into a different folder without overwriting originals.
5. Open recovered files and verify their contents, names and organization.
6. Record the date, method and time needed to recover them.

We suggest repeating this check after changing backup software, storage or computers, alongside a scheduled periodic review. A “backup complete” notification is useful; a restored, readable file answers a much more important question: whether you can get back to work.