Digital data, from documents to photos, is precious, and here’s how you can take steps to ensure you never lose it. — 123rf.com
With everyone logged in to the digital world and with the widespread use of smartphones, it’s surprising how little attention has gone towards preserving digital memories.
To remind everyone of its importance, it was World Backup Day on Friday, March 31, which has been celebrated since 2011.
World Backup Day originated from a Reddit post by a user lamenting the loss of content on a hard drive after having overlooked backing up its data.
If this sounds familiar, consider taking steps to keep your files safe since you never know when they could just disappear, as hardware failure is unpredictable.
Duplicating data
In short, a backup means copying data from a device to another location, be it a thumbdrive, an external hard drive or a cloud service.
But this isn’t limited to just data files, as operating systems can be backed up too so that you have a restore point in case the hard drive or solid-state drive (SSD) it is installed on fails or gets corrupted.
Palo Alto Networks’ Asean system engineering head, David Rajoo, says, “Backing up your data is crucial in today’s digital age, but it’s often overlooked, especially by non-tech-savvy individuals.
It’s a misconception that backing up data is a complex process, as there are plenty of user-friendly tools, according to David. — Palo Alto Networks
“Common misconceptions include thinking that backups are time-consuming and complicated.
“However, incorporating backups into your daily routine or opting for user-friendly solutions can simplify the process.
“It’s vital to consider various storage options as hard drives can fail, resulting in data loss.
“Cloud storage is a popular option, with the added benefit of having remote access and coming with various storage plans,” he says.
Most would be familiar with cloud storage services like Google Drive, which can be used to automatically sync files on a computer or smartphone to the cloud.
There are other alternatives, like OneDrive and DropBox, which offer free and paid plans, but Drive is one of the more generous ones, offering 15GB at no cost.
This might sound like a lot, but for those with extensive libraries of content like ripped CDs and Blu-rays, that’s definitely not going to be enough.
Identifying what’s important before backing up is key, according to Carl D’Halluin, chief technology officer of Datadobi.
D’Halluin says figuring out what data needs to be backed up is a top priority. — Datadobi
“Failing to backup your data can have catastrophic consequences, as a single hardware failure, cyberattack, or natural disaster can wipe out all your valuable information, leaving you with no way to recover it.
“This means that years of hard work can all be lost in an instant, with no chance of retrieval.
“Identifying the vital data that requires protection should be the first step in the process,” he says.
Those primarily using Android smartphones can rely on Google Photos, which syncs images, and iCloud for Apple devices, as it’s tightly integrated into the company’s ecosystem.
Modern Android devices also tend to have built-in support for cloud services like Google Drive and Samsung Cloud, though these are limited to files and apps and not the operating system.
Those in the custom Android ROM community will be familiar with recovery firmware like TWRP that can be used to create a NANDroid backup to restore the operating system and apps to their previous states.
The same can be said for both MacOS and Windows, though Microsoft hasn’t updated its tool for a long time.
The built-in backup tool is hidden away in the control panel of Windows 10 and 11 and is specifically marked as for Windows 7, with even Microsoft recommending that users shift away from the backup tool.
Popular alternatives among enthusiasts include the free AOMEI Backupper and the paid-only Macrium, which allow users to select a drive (in this case, the one the operating system is installed on) and create a backup image periodically or on demand.
This backup can be used to restore the operating system when the need arises.
Those primarily using Android smartphones can rely on Google Photos, which syncs images, and iCloud for Apple devices, as it’s tightly integrated into the company’s ecosystem. — Image by rawpixel.com on Freepik
Apple’s Time Machine can similarly be used to create system images of MacOS, and the process can be scheduled.
An external drive should first be plugged into the Mac and selected as the backup drive – once done, it will be exclusively used to store backups.
The backup, which can be configured in system settings, allows users to select the drives to be backed up, the backup frequency, and exclude files to save space.
Apple recommends that the backup drive have at least double the storage of the drive being backed up.
By the numbers
A popular strategy adopted by the industry is the 3-2-1 backup rule, which was brought up by David.
“When creating a backup strategy that works best for you, it’s important to prioritise which data to back up first.
“The most crucial data to prioritise are the types of data that are difficult or impossible to replace if lost, such as photos and videos of important memories, work documents, and financial data.
“Once you’ve determined which data needs to be backed up first, following the 3-2-1 backup rule is recommended.
“This rule involves having three copies of your data, with two on different media types and one stored offsite,” he says.
For instance, if you own a desktop or laptop, you should back up your data to an external drive and the cloud.
Most external drives are compact and can be had for cheap these days. If money is no object, you could invest in network-attached storage that will also give you remote access to your files, but this also requires more work.
This will ensure that you have a local copy if something goes wrong, allowing you to get your data back in the fastest possible time.
And having your data on the cloud will ensure that your data is safe should you lose both your local storage due to, say, fire or flood.
Leaving the secondary local storage (like an external drive or thumbdrive) disconnected from the Internet also serves as an added security measure.
Santamaria recommends disconnecting the backup storage medium from the Internet for better security. — Folio Photonics
According to Steven Santamaria, CEO of Folio Photonics, a well-designed data protection strategy should look into both physical and digital security to safeguard critical data.
“The most effective data protection strategy should also incorporate a data storage platform that can be securely archived in an off-site location, with the added benefit of being taken offline for even greater security.
“This means that the storage platform is physically separated from the main network and disconnected from the Internet, making it resistant to cyberattacks and other forms of data breaches,” he says.
David recommends taking the extra step of encrypting the backup data.
“Although this may seem daunting, many backup services include encryption as part of their package.
“By encrypting your backups, you can protect your data from unauthorised access in the event of theft or loss.
“Ensure your backup data is password-protected, and avoid using simple passwords or commonly guessed words.
“For cloud-based backups, consider using two-factor authentication to add an extra layer of security.
“This involves requiring a password and a secondary authentication method, such as a fingerprint or a code sent to your phone,” he says.
He concludes by saying that it’s also vital to ensure that the backups are virus-free by scanning the system with reputable antivirus and anti-malware software before backing up.
