Have you ever gone to show a friend your holiday photos or videos, only for them not to open? Or sent a colleague a brilliant analysis you wrote a while ago, only for it to contain nothing but strange symbols? And those were the only versions of the files.
Regular backups mean the files are safe. Photo: Tõnu Tunnel.
We hope not. To make sure it never happens, it is worth backing up your information: photos, videos, documents and spreadsheets, everything you may still need in the future. What are the most common ways to do it and what should you bear in mind? Advice from Greenergy Data Centers, the largest and most secure data center in the Baltics.
Usually the technology or its user is to blame
According to the statistics, hardware failure is behind 40 percent of data-loss incidents: a broken disk or another technical problem can render data partly or completely unusable. Bear in mind that the lifespan of most hard disks is no more than 3 to 5 years. Files written to a CD (in case anyone still uses that option), on the other hand, can easily last more than 50 years. Sometimes it simply happens that electronics glitch and the data is corrupted for good.
Although it is easy to blame technology, in 29 percent of cases data is lost through human error. However skilled you are at the computer, now and then you press the delete button in the wrong place. Usually deleted data can be recovered from the recycle bin, but if you notice the mistake too late you may lose cherished memories or essential business files.
What is a data backup and what are the most common ways to back up?
Backing up data is one of the cornerstones of cyber hygiene. In essence it means making a copy of the files you need in case the originals are lost for some reason. With copies to hand, you can look at your childhood photos even if something happens to the originals.
We have already mentioned human error and hardware failure, but there are other routes to data loss too, such as cyberattacks that steal or destroy the original files. There is no need to worry about major natural disasters in Estonia, but storms and wars are keywords in backup that can lead to the destruction of servers and computers.
Fortunately we live in a technological age in which backing up data has become easier and safer than ever.
External hard drive
One of the simplest ways to back up data is an external hard drive. They come in various sizes and can be bought in practically any electronics shop. You simply connect the drive to your computer and copy the files. From then on you repeat the backup at regular intervals, so you are protected against surprises as well as possible. Naturally, the drive also has to be kept in a safe place and in good conditions.
Backup service
Another way to cover your back is to use an online backup service. These services usually charge a monthly fee, but they work in the background of your computer, automatically backing up your files to the service's online storage. That means the files are physically elsewhere, not on your computer.
This method is effective because it protects files against any type of problem, including hard drive failure, theft and other disasters. Backing up over the internet can take longer than with an external drive, though, and there is the monthly outlay to consider.
Cloud
The third way to back up files is to upload them to a cloud storage service such as Google Drive. This method differs slightly from the previous two but serves essentially the same purpose.
A cloud service is a simple and handy option: you just upload the files and access them with your account from any device. It may even be one of the best options if you do not have many important files to store: these services offer only a few gigabytes of free storage. If you need more space, a monthly fee applies.
How often should you back up, and what else should you pay attention to?
Many people back up their files once a year or every six months. That is dangerous, because a whole year's worth of data can be lost at once. Essentially, when backing up you have to consider how much work or how many memories you are willing to lose in one go.
While in the short term you might back up everything, over a longer horizon keep only what you may genuinely need. That keeps volumes and the costs of storage media lower, and fewer natural resources are needed to preserve your data.
Labelling the copies
It always pays to note where a copy of a file came from and when it was made. Sometimes files are backed up nicely, but there are so many copies that the right one cannot be found. To avoid that, always put both the original file name and the name of the hardware it came from into the copy's name (especially if the information comes from several different devices).
Testing the backed-up files
After backing up, and why not later as well, it is worth checking that the files open and the contents are in their original form. When copying files, children's photos or annual reports can be replaced by an error message due to an unexpected fault. If you discover that when the originals no longer exist, you are in trouble.
Backing up to the same hardware
Backing up to the same hardware is more of a short-term precaution. If the hard drive is destroyed or damaged, files backed up to the same computer disappear exactly as fast as the originals. Instead, invest in a sturdy external hard drive or cloud storage. For companies, backing up to a second location also works well, whether another office or a data center. The latter is probably the most secure and reliable of them.
Back up energy-efficiently
Backups can be made in several ways. The first time you back up, a full copy of all the data is needed, but after that it is questionable whether to overwrite all the files or add only the fresh information created since the last backup. That covers both files changed in the meantime and completely new ones. With the latter option the backup is faster and more energy-efficient.
Keep these pointers in mind and you are properly protected against surprises. Losing data is a frightening thought, but it can be prevented by making smart decisions.