The Importance of Effective Data Backup

by Billy J Long Guidance, PSA Articles

Article (PSA‑0001)

Life insurance, medical insurance, and retirement funds are all ways we try to ensure the things most important to us are protected. What about your data? Most of us store things like family pictures, legal documents, important thoughts and expensive software on our computers. How important is this data to you?

One way to gauge the importance of something is to imagine it is gone. So take a moment, and imagine your computer is gone. What would you miss? If you can honestly say, “Nothing!” then you can skip this article. If, on the other hand, you have a list forming in your mind of things you would miss, then please read on.

With so many backup ideas and tools floating around today, it can be difficult to know your files are safe. The intent of this article is to help you understand some basics about data backup, so you can know if your files are safely backed up or not. In the following scenarios, we are considering the ability to recover data in the event of a hard disk failure. Let’s consider three questions.

❓ Question #1 – “Is my data safe if I copy it to another folder on my computer?”

No. Both the original file and the copy live on the same physical drive. If that drive fails, every copy is lost.

  • Rule of thumb: Keep at least two copies on different storage media.
  • Common backup media in 2025:
    • External SSD (USB‑C or Thunderbolt) – fast, durable, and easy to rotate.
    • Network‑Attached Storage (NAS) with RAID‑1 or RAID‑5 for redundancy.
    • Cloud backup services (Backblaze, iDrive, OneDrive for Business, Google Drive) – provides off‑site storage out of the box.
    • Archival‑grade optical media (BD‑XL) or LTO tape for very large, long‑term archives.

❓ Question #2 – “Is my data safe if I copy it to separate storage media?”

Better, but still incomplete unless you verify the backup.

  1. After a hard‑disk failure you’d replace the drive, reinstall the OS and applications, then restore data.
  2. If the backup is corrupt, incomplete, or the backup software mis‑reports success, recovery will fail.
  3. Action: Test your backups. Pick a random file or folder, restore it to a different location, and compare checksums (MD5/SHA‑256) to ensure integrity.

❓ Question #3 – “Is my data safe if I copy it to backup media, test it, and store it off‑site?”

Now you have a truly resilient strategy.

  • Catastrophic events (fire, flood, theft) can destroy both the computer and** any local backup media.
  • Store at least one copy off‑site—either in the cloud or in a physically separate, fire‑proof location (a safe at a trusted relative’s house, a safety‑deposit box, or a dedicated off‑site storage service).
  • Combine this with the classic 3‑2‑1‑0 rule (see PSA‑0005):
    1. Three total copies of your data.
    2. Two different storage media.
    3. One copy stored off‑site.
    4. Zero‑error verification – test restores regularly.

Quick‑Start Backup Checklist (2025)

  1. Identify critical data. Photos, tax records, client contracts, project files, software licence keys.
  2. Choose primary backup media. An external SSD for daily incremental backups.
  3. Schedule automatic backups. Use built‑in tools (Windows Backup, macOS Time Machine) or third‑party software (Acronis True Image, Macrium Reflect, Veeam Agent) to run daily increments.
  4. Run a weekly full backup. Creates a clean baseline for restores.
  5. Test restores monthly. Restore a random folder to a separate drive and verify files open correctly.
  6. Create an off‑site copy.
    • Enable cloud sync with versioning (Backblaze, iDrive, OneDrive for Business) for continuous off‑site protection.
    • Alternatively, rotate an external drive to a secure off‑site location every 2–4 weeks.
  7. Document the process. Keep a short “Backup Plan” (what, where, how often, who to call) in a paper copy stored off‑site and in a password‑manager note.

Common Pitfalls to Avoid

  • Only one copy. A single drive or single cloud account gives a false sense of security.
  • Never testing. Backup software may report success while silently skipping corrupted sectors.
  • Storing backups on the same physical device. Two external drives plugged into the same USB hub share the same power source and can both be damaged by a surge.
  • Using low‑quality consumer media for long‑term archives. Cheap USB sticks degrade; prefer SSDs with endurance ratings or archival‑grade optical media.

Bottom Line

Just like life, medical, or retirement insurance protects you from unexpected loss, a solid backup strategy protects your digital life. Follow the 3‑2‑1‑0 rule, test regularly, and keep at least one copy off‑site. With that in place, even a total hardware disaster won’t erase what matters most.

Need a Custom Backup Plan?

If you’d like a professional assessment of your current backup system, or you want help designing and automating a reliable solution for home or business use, call PSA Computer Services at (707) 506‑6802. We’ll walk you through the steps, set up the technology, and verify that your data is truly safe.