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Data backup definition
A data backup isa copy or archive of the important information stored on your devices such as acomputer, phone, or tablet, and it’s used to restore that original informationin the event of a data loss.
Have you ever lost a lot of importantdata? Or, short ofthat, have you ever felt a moment of panic where you thought you did?
Whether it’s images of a family vacation, a report from work, ora semester’s worth of homework, you probably have data on your computer’shard driveor your mobiledevice that’s too valuable to lose. That’s where a data backup comes in.There’s even an entire day dedicated to its importance:World Backup Day.
But a backup strategy isn’t something to focus on just one dayof the year. It should be a regular part of yourcyber hygiene. To that end,consider this your ultimate guide to backing up your data.
What is a databackup?
A data backup is a copy or archive of the important informationstored on your devices such as a computer, phone, ortablet, and it’s usedto restore that original information in the event of a data loss.
Data losses can occur in many forms, from hard drive failures toransomwareattacks and evenhuman error orphysical theft. No matter themisfortune, a data backup could be the respite you’re looking for to restorethe data on your devices. A backup is typically stored in a secure, separatelocation from an original device, such as thecloud.
This way, whenever you have that crushing feeling that all yourhard work and treasured memories are gone, you can rest assured that a databackup has your back.
Types of databackups
When deciding on a backup data storage strategy, there aredifferent types of data backups you can perform to helpprotect yourpersonal data. Depending on the size of the data you’d like to protect andthe frequency with which you’d like to back it up, you can decide between thesethree data backup options:
- Full backups: This method backs up every single fileon your device. Because of this, the process could take many hours depending onthe size of the data. A full backup is recommended when you’re backing up yourdata for the first time.
- Differential backups: With adifferential backup, you’re only backing up files that have changed or havebeen added since your last full backup. Because of this, differential backupscan be performed much more quickly than a full backup.
- Incremental backups: Like adifferential backup, incremental backups also only back up data that has beenchanged or added since the last backup. The difference is that incrementalbackups will back up any changed data since the last backup, whether it was afull, differential, or incremental backup. These types of backups are oftenperformed by backup software because they can be done frequently due to theirsmall size and fast backup time.
Now that you understand what a data backup is and the differenttypes of backups you can choose from, let’s look at the importance of backingup your data.
What is theimportance of a data backup?
The main reason for a data backup is to have a secure archive ofyour important information, whether that’s classified documents for yourbusiness or treasured photos of your family, so that you can restore yourdevice quickly and seamlessly in the event of data loss.
Still,20%of people havenever backed up their devices as of 2022. This might not seem like a lot —until you put it in perspective with how often data is lost:
- 113 phones are lost or stolen every minute. (World Backup Day)
- 30% of all computers are already compromised with malware. (World Backup Day)
- 98% of stolen laptops are never found. (University ofPittsburgh)
- Over 70 million cell phones are lost each year. (Kensington)
So, think of a data backup as the bedrock of your digitaldisaster recovery plan. By backing up your devices, you’re already one stepahead of any cyberthreats that might result in data loss.
It’s worth noting, however, that data loss isn’t always theresult of cyberthreats. It can also be the case that your external hard driveorcomputer wearsoutand you lose your data. That’s just the nature of any piece of hardware, andbacking up your data can help you restore it on anew device.
What data shouldI back up?
As a baseline, you should back up anything that can’t bereplaced if it’s lost. For individuals, this might include:
- Address books
- Pictures
- Videos
- Music files
- Emails
- Documents
- Spreadsheets
- Financial databases
For businesses, data backup options become a bit more technical— think of backing up customer databases, configuration files, machine images,operating systems, and registry files — and there’s typically an IT departmentin place to manage them.
4 data backup storage options + storage considerations for individuals
In choosing a data backup solution, individuals can take cuesfrom how businesses develop their own data backup strategies. Do this byconsidering the recovery point objectives (RPO) and recovery time objectives(RTO):
- RPOis the amount of time between your databackups, whether that’s 24 hours or a month, and understanding that this is thespan of time for which you’ll lose your data in the event of an incident. Theshorter your RPO, the less data you lose, and vice versa.
- RTOis the time it takes to restore yourdata. Generally, the faster or more streamlined your storage solution, thefaster your recovery time will be.
At the end of the day, the best data backup solution is one thatsuits your needs — and that’s different for everyone. For this reason, you alsomight want to consider:
- Ease of set up
- Cost
- The security of your data
- How quickly your data can be backed up
- Ease of access to your data backup
- Storage space
As individuals, we’re left to figure out how much backup storageis needed for our devices. For perspective, here are the general storage sizesacross some common gadgets:
- Cell phones: 32 GB–256 GB
- Tablets: 64 GB–1 TB
- Desktop computers: 256 GB–2 TB
- Laptops: 256 GB–2 TB
Please keep in mind that these can vary widely depending onmanufacturers and types of devices. Here, we’ve highlighted four common databackup solutions.
1. Removablemedia: The smallest storage
Removable media generally refers to small portable devicesmostly used to transfer files between devices. This includes CDs, DVDs, and USBflash drives, also called pen drives, thumb drives, or jump drives, all ofwhich are compatible with laptop and desktop computers.
Unlike other backup technologies, removable media does not comewith a large storage capacity and does not haveadditionalsecurity featuresshould your drive be lost or stolen.
Their size is an indication of their storage capacity, with somesupporting as little as 128 MB, with others capable of storing up to 256 GB.
2. External harddrives: Ample storage
As the name indicates, an external hard drive is connected tothe computer or laptop on the outside via cables or wirelessly. Examples ofexternal hard drives can include USB flash drives and solid-state drives, also knownas SSDs.
Like removable media, external hard drives are portable and easyto use, but they’re capable of storing larger files — anywhere from 128 GB to10 TB. They are most compatible with computers and laptops.
3. Cloud backup:Flexible storage
Cloud backups, or “the cloud” as some affectionately refer toit, allow users to back up their data to hardware that’s in a remote location.Users can access and manage their data anytime on any device via the internet.
Mostcloud storageservices providea large amount of storage space — by some counts, infinite amounts — andencrypt the content for data security. Some common cloud storage solutions youprobably already use include iCloud, Google Drive, or Dropbox*, all of whichare compatible with cell phones, tablets, desktop computers, and laptops.
4. Backupservices: The most storage
If you have a trove of important data and treasured files, youmight want to consider calling in the pros to help with your data backup byhiring a backup service.
This method of data backup is like that of a backupadministrator in a business, meaning you’re putting a person or service incharge of your data backups because they have access to robust data backupsoftware, hardware appliances, or even hybrid data backup solutions.
Essentially, you’re paying a service to manage and help secureyour data. (Most backup services offerencryption.) Like thecloud, you can consider the storage options for this unlimited.
What is a 3-2-1backup strategy? + data backup best practices
The 3-2-1 backup strategy is a method that ensures your data isappropriately copied and consistently recoverable. The concept: Create threecopies of your data on at least two storage solutions, one of which is storedremotely.
- Three copies: This ensures that every individual pieceof data has two duplicates to protect against corrupted files or lost databackups.
- Two different storage methods: By using twoseparate and different storage methods, you can protect yourself from losingeverything if one storage method fails.
- One copy off-site: Additionally, utilizing a remotestorage option can protect against risks associated with local outages or otherunpredictable problems.
There are a lot of options when it comes to backing up yourdata, each with its own procedures and parameters. But no matter what databackup option you choose, there are best practices you should consider whencreating your own data backup strategy.
1. Back upregularly
Remember your RPO? The longer the span of time you leave betweenyour data backups, the more data you could lose. So, back up regularly andoften.
For cell phones especially, application data is one of the moredifficult things to back up because the data can change daily. If you rely alot on apps, you might need a data backup solution that backs up regularly —daily or more often — without you having to take action, such as enablingauto-updates.
2. Always opt for more storage
You might save a few pennies by only storing what you absolutelycan’t replace. But data storage can be cheap, so why not just back up everything?
In doing so, consider what data storage options make the mostsense for what data. For instance, if your house is flooded, a physical databackup like removable media might be lost. But data that’s backed up on thecloud will not, so you might want to consider storing your irreplaceableinformation there.
In the end, you don’t have to pick between a physical databackup and backing up in the cloud. Choosing both is your safest bet becausethe more places your data is backed up, the better.
3. Don’tunderestimate physical copies
Don’t underestimate the value of having physical copies ofthings like your bank statements andtax recordsor even yourhome title. It’s a goodidea to keep a physical file of your most important documents in addition toany digital data backups you have.
Your documents are likely the most important part of your databackup, so take time to organize them. That way, you can be confident you’vebacked up everything you need.
As we evolve into a world filled withdigital citizens, data backupsshouldn’t feel like a chore. They should provide peace of mind that you’ve doneall you can to safeguard your important information and treasured memoriesagainst life’s unknowns.
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