How to protect your data properly
Data loss is usually sudden – and always inconvenient. Whether due to a technical defect, a cyberattack or simply an unfortunate moment with spilled coffee: when important data is gone, the shock is great. But it doesn’t have to be that way. A good backup reliably protects you from just such scenarios. But what does a really good backup actually look like?
Why a backup alone is often not enough
Many people believe that a single backup on an external hard disk is enough. Unfortunately, this is a dangerous misconception. If this hard disk is damaged in the same fire or water damage as your computer, for example, the backups will also be lost. Or you store important data on a USB stick that you rarely update – then months of information will be missing in an emergency.
A truly secure backup is multi-level, regularly updated and spatially separated. Professionals refer to this as the 3-2-1 rule – and that’s exactly where we start.
The 3-2-1 backup rule explained simply
This rule is considered the gold standard worldwide:
- 3 copies of your data: The original + two backups
- 2 different storage media: e.g. external hard disk & cloud
- 1 copy in another location: outside your home or office
This means that you store your data on your laptop, for example, on an external hard disk and also in a cloud. So you are protected – even in the event of theft, fire or total failure of a device.
How often should you make a backup?
The answer is as simple as it is important: as often as you cannot afford to lose your data. If you work on important documents or projects every day, you should also make a daily backup. For private users, it may be enough to back up once a week or once a month – but please do so regularly and automatically.
Because the biggest problem with backups is not the technology – it’s the people. Anyone who forgets or puts it off is out of luck in an emergency.
Automating is better than forgetting
The best backup is the one that works without you having to do anything. Modern backup tools such as our DRS One-Click Backup do the work for you: your data is automatically backed up in the cloud – encrypted, reliable and accessible at any time.
For those who prefer to use physical storage media, there are also tools that regularly synchronize external hard drives. Important: Make sure that the backups are not only stored locally on the same device – otherwise they will be useless in an emergency.
Cloud, hard disk or both?
Both have their advantages and disadvantages – the best solution is often a combination:
- External hard disks: fast, cheap, offline. But susceptible to drop damage, theft or physical destruction.
- Cloud solutions: Location-independent, secure (if encrypted), automatic. But dependent on internet access and service providers.
Tip: If you are backing up sensitive data, you should ensure end-to-end encryption – i.e. that no one but you can access the data. And: check where the cloud servers are located – preferably in Switzerland or in countries with strict data protection laws.
Common mistakes that you should avoid
- Save backup on the same device
- Keep outdated backups and don’t make new ones
- Do not perform recovery tests
- Lose passwords or access data for encrypted backups
Do it better: Review your backup strategy regularly, test the recovery every now and then – and document your backup locations and accesses.