A backup is a copy of data in case the original data gets lost, deleted, overwritten, or becomes unusable. Although backups do not prevent any unexpected events from happening that cause files to become lost or corrupt, if they do happen, you will have a copy of your data that you can use and will be able to recover your files.
When backing up files, it is important to carefully consider which method of backing it up is most suitable. To be even more secure, experts recommend that multiple backups of files should be made using different methods. This strategy is known as a 3-2-1 rule. Users should keep three copies of their data, including one primary and two backup copies, use at least two different storage devices, and store at least one of the backup copies offsite, which means storing it in a different location in case of theft or other disasters.
Even the most reliable flash drive, CD/DVD disc, cloud storage device, and external hard drive is not completely immune to problems, so it is best to maintain more than one backup. More information about the methods of backing up files can be seen below.
Methods Of Backing Up
Below are five methods of backing up files.
USB flash drive. Data can be manually copied to a USB flash drive. These are portable flash drives that can be connected to multiple computers to access data without the need for an internet connection. However, they are easy to lose and they have a limited storage capacity, making them less suitable for long-term use.
CD/DVD disc - Data can be burned to a portable CD/DVD disc. Whilst CD/DVD discs are often used to store audio and video files, they can be used to store any kind of digital data. However, they have a limited storage capacity and are quite fragile, meaning that scratches can corrupt the data or cause the CD/DVD to stop working.
Cloud storage service - Cloud storage services provide storage capacity over the cloud and allow users to store files. Files can be accessed flexibly from any device with an internet connection, offering an easy backup of information and data. Since the files are stored in the cloud, they will be available even if the computer and the backup device are lost, stolen, or damaged. Dropbox, Google Drive, OneDrive, iCloud, and Mega are examples of cloud storage services. However, an internet connection is required to access the files and they come with storage capacity limitations.
External hard drive - These often connect to computers by a USB stick (some may be wireless) and offer a larger storage capacity than the methods listed above, making them more suitable for backing up larger files and data. However, there is still a risk of failure. If they stop working, the data will be lost.
Printing - By printing important documents, a hard copy will be available and accessible even if the computer stopped working, there was a power outage, or the internet connection was lost. This won't work for audio and video files and it will require a lot of paper and ink, making it less practical for longer documents and not good for the environment.
Types Of Backups
Below are seven types of backups.
Full backup - A full additional copy of an individual's or organisation's data and files. All the files and folders are copied to another location. Although this is the most reliable backup option, performing a full backup is time-consuming. Usually, full backups are only run once in a while.
Synthetic full backup - Similar to a differential backup. The main difference is that the backup server produces another additional copy based on the original full backup.
Incremental backup - In this type of backup, only the data that has been changed since the last backup is copied to another location. This saves time and keeps the backed-up files updated by only backing up the altered data and files.
Forever incremental backup - In this type of backup, the full data and files are backed up and only incremental backups are automatically performed after the first full backup. No periodic full backups are performed after the first backup is performed.
Differential backup - Similar to an incremental backup. The main difference between a differential backup and an incremental backup is that only the data that has changed since the last backup is copied to another location in an incremental backup, since the last backup of any kind. With a differential backup, the last changed data is based on the most recently completed full backup. A differential backup only records all changes made to the data since its last full backup.
Manual backup - This type of backup involves manually copying files from the actual location to the backup location. However, backups have to be manually made every time the data changes, making it less suitable for backing up frequently changed data. For example, losing a file and having a copy of the file stored in another location that is three months old will cause all that progress to be lost since then.
Automatic backups - In this type of backup, the process is automated, allowing frequent backups to be made without any manual interaction. Most built-in operating systems come with a built-in backup utility to automate the backup process.
Importance Of Backing Up
Backing up the important files stored on your computer will protect them if an unexpected event deletes or corrupts them, causing them to become impossible to recover. If you don't back up the important files that are stored on your computer, you are at risk of losing them in case of an unexpected event. If your computer stops working, your hard drive fails, your computer gets stolen, or your computer catches a virus that deletes, corrupts, or encrypts your files, your files will be gone with no way of recovering them. You could even lose years worth of files, some of which may be too valuable to lose.
Some of these lost files could have very important or emotional value. By losing them forever, organisations could lose some very important data and information about customers and staff, which could cause financial losses and a damaged reputation. Individuals could lose all sorts of data, work, and creations without a backup, including their personal documents, videos, photos, and memories, which could result in terrible consequences.
Making backups often does not take very long and can be set up automatically. Even if they do take a while, they will run in the background and will rarely get in the way of you completing tasks. Becoming a victim of data loss is much worse and you don't want that to happen. Therefore, backing up is an important part of data management for both individuals and organisations.
Is It Spelt "Backup" or "Back up"?
When using the word as a noun, it should be spelt as one word (e.g. Data can be restored from a backup if it is lost or unusable). When using the word as a verb, it should be spelt as two words (e.g. Make sure to back up your files so that you can recover them in case your hard drive fails, your computer catches a virus, or you accidentally overwrite them).
