Data Backup Strategies: Methods and Tools

Hard drives fail. Phones get lost. Ransomware encrypts files. Without backups, data loss is a matter of time. Let’s understand how to protect information properly.

Why Backups Matter

Causes of Data Loss

Cause	Frequency	Recoverable?
Drive failure	5% per year	Sometimes (expensive)
Accidental deletion	Often	If backup exists
Ransomware	Growing	Only from backup
Device theft	Happens	No (without backup)
Natural disasters	Rare	Only from offsite
Software error	Happens	From backup

What People Lose

• Family photos and videos (irreplaceable)
• Work documents (losses)
• Settings and configurations (time)
• Passwords and access keys (critical)
• Cryptocurrency wallets (money)

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The 3-2-1 Rule

Principle

The gold standard of backup:

3 - three copies of data
2 - on two different media types
1 - one copy offsite (away from home/office)

Example Implementation

Original: Laptop (SSD)
Copy 1:   External HDD at home
Copy 2:   Cloud storage

Why Three Copies

Copies	Probability of Total Loss
1	High (single point of failure)
2	Medium (2 devices can fail simultaneously)
3	Low (probability of triple failure is minimal)

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Types of Backups

Full Backup

Copies all data completely.

Pros:

• Simple recovery
• Independent of previous copies

Cons:

• Takes lots of space
• Takes long to create

Incremental Backup

Copies only changes since last backup.

Monday:    Full backup (10 GB)
Tuesday:   Increment (+500 MB)
Wednesday: Increment (+300 MB)

Pros:

• Fast
• Saves space

Cons:

• Need all increments for recovery
• Harder to manage

Differential Backup

Copies changes since last full backup.

Monday:    Full backup (10 GB)
Tuesday:   Diff (+500 MB)
Wednesday: Diff (+800 MB) - includes Tuesday's changes

Pros:

• Only need full + last diff for recovery
• Simpler than incremental

Cons:

• Grows over time
• More space than incremental

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Cloud Backups

Service Comparison

Service	Storage	Encryption	Price
iCloud	5-12000 GB	E2E (optional)	$1-60/mo
Google Drive	15-30000 GB	Server-side	$2-150/mo
OneDrive	5-6000 GB	Server-side	$2-100/mo
Backblaze	Unlimited	Server-side	$9/mo
Arq + S3	Pay per use	E2E (client)	~$5-20/mo
iDrive	10-100000 GB	E2E (optional)	$4-75/yr

When Cloud Is Good

✅ Automatic synchronization ✅ Access from any device ✅ Protection from local disasters ✅ File versioning

Cloud Backup Risks

❌ Provider dependency ❌ Privacy (without E2E encryption) ❌ Needs internet for recovery ❌ Can be expensive for large volumes

Setting Up iCloud

For iPhone/iPad:

1. Settings → [Your Name] → iCloud
2. iCloud Backup → On
3. Back Up Now

For Mac:

1. System Settings → Apple ID → iCloud
2. iCloud Drive → On
3. Options → select folders

Important: Enable Advanced Data Protection for E2E encryption.

Setting Up Google Drive

For Android:

• Automatic for contacts, calendar, settings
• Google Photos for photos (compressed or originals)

For Computer:

1. Install Google Drive
2. Settings → Select folders to sync
3. Or: streaming access without local copy

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Local Backups

External Drives

Type	Speed	Reliability	Price per TB
HDD	Slow	Medium	$20-30
SSD	Fast	High	$60-100
NAS	Medium	High (RAID)	$100+

Time Machine (macOS)

Setup:

1. Connect external drive
2. System Settings → Time Machine
3. Select disk → Use Disk

Capabilities:

• Automatic hourly backups
• File versioning
• Full system recovery

Windows Backup

File History:

1. Settings → Update & Security → Backup
2. Add a drive
3. Automatically back up → On

System Image:

1. Control Panel → Backup and Restore
2. Create system image
3. Select drive

NAS (Network Attached Storage)

Advantages:

• Centralized storage for family/office
• RAID protection from drive failure
• Network access
• Backup applications

Popular:

• Synology - best software
• QNAP - more features
• Asustor - good balance

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Encrypting Backups

Why Encrypt

Without Encryption	With Encryption
Lost drive = data stolen	Lost drive = data protected
Cloud reads your files	Cloud sees only ciphertext
Hack = full access	Hack = useless data

Tools

Built-in:

• macOS: FileVault (full-disk), Encrypted Disk Image
• Windows: BitLocker
• Clouds: enable E2E where available

Specialized:

• Cryptomator - encryption for cloud (free)
• VeraCrypt - containers and disks
• Arq - backup with encryption

Cryptomator for Cloud

1. Install Cryptomator
2. Create “vault” in cloud drive folder
3. Set password
4. Work with files via virtual drive
5. Only encrypted data goes to cloud

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Backup Strategy for Different Data

Photos and Videos

Value: Irreplaceable

Strategy:

1. Google/iCloud Photos - automatic sync
2. External drive - monthly copy of originals
3. NAS or second cloud - offsite copy

Documents

Value: High (work, finances)

Strategy:

1. Cloud sync (iCloud, Google Drive)
2. Versioning for rollback
3. Local backup for fast recovery

Systems and Settings

Value: Recovery time

Strategy:

1. Time Machine / Windows Backup for system
2. Separately: export app settings
3. List of installed programs

Passwords and Keys

Value: Critical

Strategy:

1. Password manager with cloud sync
2. Export to encrypted file (rarely, store separately)
3. 2FA recovery codes in safe

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Automation

Backup Schedule

Data Type	Frequency
Active projects	Daily or more
Documents	Daily
Photos	When added
System	Weekly
Full archive	Monthly

Automation Tools

macOS:

• Time Machine - automatic
• Arq - flexible schedule

Windows:

• File History - automatic
• Veeam Agent - free, powerful

Cross-platform:

• Duplicati - free, to cloud
• restic - command line, geeks

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Testing Backups

Why It Matters

A backup that hasn’t been tested isn’t a backup

Common problems:

• Files not included in backup
• Data corrupted
• Not enough space for recovery
• Encryption password forgotten

How to Test

Monthly:

• Restore a random file
• Verify it opens
• Ensure version is current

Annually:

• Full test system recovery
• To separate device or partition
• Record process and time

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Recovery After Incident

Action Order

1. Assess scope: what’s lost?
2. Don’t panic: don’t overwrite data
3. Isolate: disconnect from network (for ransomware)
4. Choose source: which backup to use
5. Restore: critical stuff first
6. Verify: everything in place?
7. Strengthen protection: prevent recurrence

For Ransomware

1. Disconnect device from network
2. DON’T pay ransom (no guarantees)
3. Save infected drive image (for experts)
4. Reinstall system from scratch
5. Restore from clean backup
6. Change all passwords

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Backup Checklist

Basic Level

• Cloud sync enabled (iCloud/Google)
• External drive with backup exists
• Photos sync automatically
• Passwords in manager with cloud

Advanced Level

• 3-2-1 rule followed
• Backups encrypted
• Offsite copy exists (different city)
• Automatic schedule
• Monthly testing

Critical Data

• 2FA recovery codes saved separately
• Crypto keys in multiple locations
• Seed phrases on paper in safe
• Documents in multiple clouds

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Summary

Backups are insurance against data loss. Minimum - enable cloud sync and buy an external drive. Optimum - 3-2-1 rule with encryption.

Key is automation. A backup that needs to be done manually won’t be done at the right moment.

Tainet VPN protects data when transmitting to cloud over public networks. Encrypted channel won’t let anyone intercept your backups on the way to cloud storage.