Threats to our files can come in all shapes and sizes, from device theft to a malicious network attack, or even something more external like a fire or a water leak in the office.
Creating multiple backups of your most important data may seem like a tedious task – it is – but it can save you a lot of time and trouble in the long run. Thus, when disaster strikes, all data will remain safe and the amount of downtime you may experience will be significantly reduced. And there will be nothing to regret.
A brilliant and simple way to back up your files is to follow the 3-2-1 method or rule.
The keys to the 3-2-1 rule
Make three copies of your data
The first rule of the 3-2-1 method is to have at least two additional backups in addition to the original files. Many people make the mistake of having only one backup copy of their files. While this is certainly better than having no backup at all, having at least two additional duplicates significantly reduces the chance of data loss.
If we keep a spare copy of the documents in a drawer next to the desk, the backup could be used if the main computer or device fails. However, if there is a flood, fire, or theft in the office and the main computer (plus the additional storage device) is damaged, both sets of data will be destroyed.
A third copy, as the end point of the 3-2-1 rule explains, should ideally be stored in a different location than the first two versions.
Use two different types of storage devices
To further protect data, we must ensure that we use no less than two types of storage devices. For example, avoid using two USB sticks or two laptops for backups .
Again, this limits the possibility of a storage failure. If one USB stick does not work for a particular reason, there is a possibility that the other may not be able to successfully back up the files either.
There are a host of reliable and affordable storage devices, including external hard drives, SD cards, CDs, and even the humble floppy disk. Alternatively, we can use two hard drives, as long as they are stored in separate locations.
Keep a backup out of the office / home
While the technological part of backups is crucial, one of the best things we can do is physically store the files in different locations.
As we’ve already mentioned, it’s fine to make multiple replicas of your data, but if they are stored in the same place we run the risk of all being affected if a disaster strikes. In this unfortunate scenario, we would lose all data. To avoid this, that at least one of the backups is, for example, in the cloud.
For larger companies, this step is fairly straightforward. They probably already have additional facilities to store your backups. However, individual users, startups, and SMBs may not have this luxury. In this case, the transition to the cloud may be a viable option for more limited pockets. In this way, a backup copy of the data will be stored securely on a remote server that is managed by a trusted company (such as Amazon, Google or Microsoft).
