Backing Up Your Data
Data Protection 7 min read 20 February 2024

Backing Up Your Data Properly (Before It's Too Late)

R
Rob
Founder, Curly IT

I've seen too many people lose everything. Wedding photos, years of work documents, financial records, all gone because their hard drive died or their laptop was stolen.

The thing about data loss is that you never think it'll happen to you. Until it does. And then it's too late.

Let me show you how to back up your data properly. It's simpler than you think, and once it's set up, it runs automatically. You'll never have to worry about losing your files again.

The 3-2-1 Rule (The Only Backup Rule That Matters)

This sounds complicated but it's not:

  • 3 copies of your data (original plus 2 backups)
  • 2 different types of storage (e.g. computer and cloud)
  • 1 copy stored off-site (cloud, or at a friend's house)

If you follow this rule, you're protected from everything: hardware failure, theft, fire, ransomware. The works.

The Simplest Backup Solution (Good Enough for Most People)

Here's what I set up for most home users:

Option 1: Cloud Backup Only

Best for: People with reliable internet and less than 500GB of data

  • Use OneDrive (comes with Microsoft 365, 1TB storage)
  • Set it to automatically back up your Documents, Pictures, and Desktop folders
  • Everything syncs automatically in the background
  • If your computer dies, log into OneDrive on a new computer and all your files are there

Cost: £5.99/month for Microsoft 365 (which also includes Office apps)

Option 2: Cloud + External Hard Drive

Best for: Extra security or if you have lots of photos/videos

  • Cloud backup as above
  • Plus an external hard drive that backs up automatically once a week
  • I set up automatic backups using Windows Backup or Time Machine (Mac)
  • Keep the hard drive somewhere safe (not next to your computer, if there's a fire, both burn)

Cost: £5.99/month plus £60–100 for a 2TB external drive

For Lots of Photos and Videos

If you have hundreds of GBs of photos and videos (and who doesn't these days), cloud backup can be expensive. Here's what I recommend:

  • Main photos in cloud backup (OneDrive or Google Photos)
  • Complete photo library on an external hard drive
  • Second external hard drive with a copy, kept somewhere else (parents' house, work, etc.)

Update both external drives every month or so. Set a calendar reminder or you'll forget.

For Small Businesses

If you're running a business, you can't afford to lose data. Ever. Here's the minimum:

  • Microsoft 365 with OneDrive for all work files
  • Email backed up automatically (Microsoft does this)
  • Weekly checks that backups are actually working
  • For critical data, an external backup as well

I can set this up properly and check it quarterly to make sure everything's still working. Business data loss can be catastrophic, it's worth doing properly.

What About External Hard Drives on Their Own?

External hard drives are great as part of a backup strategy, but terrible on their own. Why? Because:

  • Hard drives fail (all of them, eventually)
  • If there's a fire or flood, the drive is destroyed along with your computer
  • They only back up when you plug them in, people forget
  • If ransomware hits your computer, it'll encrypt the external drive too if it's plugged in

Use external drives as one backup, but always have cloud backup as well.

Common Backup Mistakes

I see these all the time:

  • "I don't have anything important to back up". Yes you do. Photos, documents, emails. It's all irreplaceable.
  • "I'll do it tomorrow". No you won't. Hard drives fail without warning.
  • "It's too complicated". Modern cloud backup is automatic. Set it up once and forget it.
  • "It's too expensive", £6/month is nothing compared to losing everything.
  • "I'm backing up to my second hard drive in my computer". That's not a backup. If your computer gets stolen or damaged, both drives are gone.

How I Can Help

I can come to your home in Edinburgh and set up a proper backup system for you. I'll:

  • Set up automatic cloud backup
  • Configure external hard drive backups if needed
  • Move all your existing files to the right places
  • Show you how to check everything's working
  • Write down what's backing up where, so you're not confused later

It usually takes about an hour and costs a fraction of what you'd pay to try recovering data from a dead hard drive (which often doesn't even work).

Do It Today

Seriously. Don't wait until your hard drive fails. Set up a proper backup system today. If you need help, I'm a phone call away.

Don't risk losing your precious files. Call me on 07352 385477 or email rob@curly-it.co.uk. I serve all of Edinburgh. Stockbridge, Morningside, Leith, Marchmont, and everywhere in between.

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