A phone can be lost and a drive can fail without warning. A backup is what turns a disaster into an inconvenience.
Quick summary
- Back up the files you can’t replace: photos, documents, and anything you’d miss if a device disappeared.
- The Australian Cyber Security Centre lists cloud storage and external drives as ways to back up.
- Keep a backup drive disconnected when you’re not using it, so ransomware can’t reach it.
- Set backups to run automatically where your device allows.
- Check now and then that you can actually restore a file from your backup.
Most people only think about backups after losing something. A stolen phone, a laptop that won’t start or a ransomware infection can wipe out years of photos and documents in seconds. A good backup routine takes a little setting up and then mostly runs itself.
What to back up
Start with what you can’t replace:
- Photos and videos
- Personal documents, such as letters, records and scanned paperwork
- Work and study files
- Your phone’s contacts, messages and settings, through its built-in backup
Programs and apps can usually be reinstalled, so they matter less than your own files.
Where to keep backups
The Australian Cyber Security Centre (ACSC) describes two common options:
- External drives: a USB hard drive or solid-state drive you plug into your computer.
- Cloud storage: online services that keep copies of your files on their servers.
Each has strengths. An external drive is quick and under your control, but it can be lost, damaged or stolen along with your computer. Cloud storage keeps a copy somewhere else, but depends on your internet connection and your account’s security.
Many people use both. A common rule of thumb is 3-2-1: three copies of important files, on two different types of storage, with one kept off-site.
Protect your backups from ransomware
Ransomware scrambles files and demands payment to restore them. It can also scramble a backup drive that’s plugged in at the time. The ACSC suggests keeping a backup drive disconnected when you’re not using it. For cloud backups, turn on multi-factor authentication so no one else can get into your account.
Make it automatic
The ACSC recommends setting backups to run automatically where your device allows:
- Computers have built-in backup tools that can run on a schedule to an external drive.
- Phones can back up automatically to the cloud when connected to Wi-Fi and charging.
- Cloud storage apps can copy chosen folders automatically.
Handy tip
Put a monthly reminder in your calendar to plug in the backup drive if you use one, run a backup and then unplug it again.
Check that it works
A backup you can’t restore isn’t much use. Every few months, try restoring a file or two, such as an old photo or document, to make sure the backup is complete and readable.
Before you need it
The best time to set up backups is today, before anything goes wrong. To understand how online storage works, including the difference between syncing and backing up, see our guide to cloud storage. And keep your devices patched with our guide to software updates.
Your questions answered
Is cloud storage a backup?
It can be, but sync services copy deletions and changes too. If a file is deleted or encrypted on your device, the synced copy may change as well. Check whether your service keeps earlier versions and deleted files for a period.
How often should I back up?
As often as you’d be upset to lose the work. Automatic daily backups suit most people; at the very least, back up before travelling or updating a device.
What’s the 3-2-1 rule?
It’s a common rule of thumb: keep three copies of important files, on two different types of storage, with one copy kept somewhere else, such as the cloud or another location.
Do I need to back up my phone?
Yes. Phones are easy to lose or damage. Use your phone’s built-in backup option and check that photos are included.
This guide is general information, not technical or legal advice. If you’ve lost money or personal information, contact your bank, IDCARE on 1800 595 160, or report it through ReportCyber at cyber.gov.au.