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The rule that saves futures. Hard drives fail. Phones get lost. Ransomware happens. The 3-2-1 rule is the simplest defense: 3 copies of your data, on 2 different kinds of storage, with 1 copy off-site (the cloud). This guide shows the exact setup we use—phones and computers—so you can “set it and forget it,” then actually restore when life throws a curveball.
Quick start: the 20-minute plan
- Choose your cloud: any reliable provider with version history (Google Drive, iCloud, OneDrive, Dropbox, or a dedicated backup service). Turn on desktop sync or a backup agent.
- Plug an external SSD (at least 2× your used data) and enable Time Machine (macOS) or a Windows backup tool. Leave it connected a few hours weekly.
- Phones: enable automatic photo/video backup. We like Google Photos for cross-platform, or iCloud Photos for Apple-only households.
- Encrypt: use device encryption (FileVault/BitLocker) and let the cloud keep versions so you can roll back ransomware changes.
- Do a 2-file restore drill today (one photo, one document). If you can’t restore, you don’t have a backup—fix it now.
What 3-2-1 really means (and common mistakes)
- 3 copies: the live file + one copy on an external drive + one in the cloud. Copy ≠ sync if deletes propagate—version history makes sync behave like backup.
- 2 media types: don’t put all copies on the same device type (e.g., two USB sticks on the same desk). Mix SSD/HDD with a cloud copy.
- 1 off-site: the cloud (or an unplugged drive at a friend’s house). Off-site beats fire, theft, flood, and laptop bag mishaps.
- Common fail: only using a synced folder. If ransomware encrypts local files, sync mirrors the damage. Version history is the difference between “oops” and “all gone.”
Pick your stack (simple, solid options)
For most home users
- Cloud: Drive/OneDrive/iCloud—whichever fits your ecosystem. Turn on version history and avoid filling the root with random installers.
- External drive: 1–2 TB SSD for speed (or HDD for cheaper bulk). Label it and schedule a weekly plug-in habit.
- App settings: include Documents, Desktop, and a “Projects” folder; exclude temp/downloads to save space.
For creators with big media
- Primary work disk: fast NVMe or Thunderbolt SSD for editing.
- Local backup: larger HDD or NAS with snapshots (hourly/daily) so you can rewind if a folder is trashed.
- Cloud: off-site backup tool that uploads overnight; seed slowly and verify restores for a few critical projects each month.
Phone backups that actually finish
Phones are where most photos live. If those aren’t safe, nothing is.
iPhone
- Turn on iCloud Photos (or install Google Photos if you want cross-platform). Choose Original vs Storage Saver based on space.
- Enable automatic uploads on Wi-Fi. Keep the app open for the first big batch.
- Once a month, export a favorite album to your computer (bonus copy) and your external SSD.
Android
- Install/update Google Photos → Backup ON → select your account and quality.
- Enable backup for important device folders (Camera, Screenshots, a messaging folder if you save media).
- If uploads stall, see our Android Battery Saver guide to allow background activity for Photos.
Desktop backups: macOS & Windows
macOS
- Time Machine: pick your external drive; let it run hourly while connected. It keeps local snapshots too.
- Cloud: sync your “Work/Docs” folder to your provider. Turn on file versions.
- Speed tip: exclude huge build folders (e.g., node_modules, Xcode DerivedData) from cloud backup; keep them in Time Machine/NAS only.
- See also: Make macOS Feel New in 10 Minutes for a leaner, faster system.
Windows
- Windows backup/File History: point it at your external drive; include Documents, Desktop, Pictures, and your “Projects” folder.
- Cloud: map your work folder to OneDrive/Drive/Dropbox with versioning.
- Ransomware protection: enable Controlled Folder Access in Windows Security to reduce surprise encryptions.
Encryption & privacy (no drama)
- Encrypt devices: FileVault on Mac; BitLocker on Windows. If a laptop is stolen, your local backup drive should also be encrypted (APFS/BitLocker).
- Cloud trust model: rely on provider encryption at rest + 2FA, and pick services with version history. For sensitive archives, add your own encrypted zip/vault layer before upload.
- Never store recovery keys only on the device they protect; print and stash in a safe.
Versions, snapshots, and the “oops” button
Backups aren’t only for disasters—they’re for coffee-spill moments. Make sure your stack supports:
- File version history: roll back a single doc to last week’s copy.
- Snapshots: point-in-time states of a whole drive or folder so you can undo a mass rename/deletion.
- Retention: keep at least 30–90 days of versions; more if your projects live long.
How big should your backups be?
Aim for an external drive with at least 2× your live data so versions fit. For cloud, start with a tier that covers your photos + current projects; expand as needed. Creators with 4K/RAW should plan TB-level storage and a monthly export of finished work to a cold archive (external HDD stored off-site).
Automation beats willpower
- Cloud agent: keep it always on. Exclude junk folders (Downloads, temp) to reduce churn.
- Drive habit: put a weekly reminder to plug the external SSD on Sundays. Let Time Machine/File History catch up while you make coffee.
- After big trips: import, verify, and back up the album that day. Don’t trust phone-only copies.
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The 10-minute restore drill (do this now)
- Pick one recent document and one photo.
- Restore the doc from cloud version history to last Tuesday. Confirm the older version opens.
- Restore the photo from your external drive backup to a new folder.
- Set a calendar event: monthly “restore two files.” You’ll sleep better knowing it works.
Travel and off-site ideas
- On the road: carry a small SSD; each night, import cards and clone to the SSD. Let the laptop upload to cloud overnight if bandwidth allows.
- At home: keep an extra copy at a trusted place (work drawer, family home). Even one month out of date is miles better than zero.
- External-only risk: don’t leave the SSD plugged in 24/7; malware can touch mounted drives. Plug in, back up, unplug.
Copy-paste checklist
- ☐ Cloud with version history enabled
- ☐ External SSD/HDD, encrypted, labeled
- ☐ Phone photo backup ON (quality chosen)
- ☐ Weekly plug-in habit for local backups
- ☐ Monthly restore drill (2 files)
- ☐ Printed recovery keys in a safe place
FAQ
Q: Is sync the same as backup?
A: Not by itself. Sync mirrors changes—including mistakes. With version history, sync becomes “backup-ish” because you can rewind individual files.
Q: Do I need a NAS?
A: Only if you have lots of devices or big media workflows. For most people, an external SSD + cloud is simpler and cheaper.
Q: Should I use two clouds?
A: Optional. If you already pay for a family plan (Drive/OneDrive/iCloud), that plus your encrypted external drive meets 3-2-1. A second cloud adds redundancy but also complexity.
Q: What about end-to-end encrypted clouds?
A: Great for sensitive archives. For day-to-day work, mainstream clouds with strong account security are fine—add your own encryption for private folders.
