Simple data backup: The 7 most important steps

A good data backup doesn’t have to be complicated. With the right structure, suitable tools and a few clear routines, you can ensure that your most important files are protected at all times. In this guide, we’ll take you step by step – from selecting the storage medium to testing the restore.

Step 1 – Define what you really need to secure

Create a simple inventory list: Photos, contracts, tax documents, client data, project files. Prioritize: Which files need to be immediately recoverable, which are less critical? This decision determines the frequency and storage location of your backups.

Step 2 – Define a backup strategy (the 3-2-1 rule)

Use the tried and tested 3-2-1 rule:

Three copies of your data (original + 2 backups).
On at least two different media (e.g. internal hard disk + external SSD).
At least one copy off-site (cloud or a physical off-site safe).
This minimizes the risk of theft, fire or hardware failure.

Step 3 – Choose suitable storage media

Decide according to your needs:

External hard disk drive (HDD): Lots of storage for little money – ideal for large archives. Protect it from drops and moisture.
SSD / USB stick: Fast and robust – good for mobile backups or restores.
Cloud storage: access from anywhere, automatic offsite backup. If data sovereignty is important to you, choose a provider with a Swiss or European server location and check the terms and conditions.
Combine local + cloud for maximum security.

Step 4 – Automate your backups

You will forget manual backups sooner or later. Set up automatic backups:

On Windows: Use file version history or system images.
On macOS: Set up Time Machine.
For companies: Use backup software with version management, encryption and logs.
Set the frequency: daily backups for business-critical data, weekly for personal files.

Step 5 – Security: Encryption and access protection

Protect your backups: Encrypt external drives and cloud backups (client-side encryption if possible). Use strong passwords, a password manager and activate multi-factor authentication. This will prevent unauthorized access, even if a medium falls into the wrong hands.

Step 6 – Test the recovery regularly

A backup is only as good as its recoverability. Test at least once a quarter whether you can actually restore files from the backup – individual files as well as complete folders or system images. Document the steps so that everyone knows how the restore works in an emergency.

Step 7 – Emergency plan & professional help

Have a simple emergency plan ready: Who will be contacted, which data records have top priority, and how you will ensure access. If data loss occurs despite precautions or if the hardware is physically damaged, don’t hesitate to get professional help. Datenretter Schweiz offers confidential, fast data recovery and advises you on prevention – so you can ensure continuity and data protection.