What Is Data Backup? How to Protect Your Data

One of the best ways for you to protect your information is to back it up. However, backing up to local hard drives has essentially become a thing of the past. While it’s not a bad practice to make a physical copy of your information occasionally, most find that a cloud backup is not only faster but also easier to access. In this article, learn why you should back up your data, backup best practices, and how to use cloud services - like iCloud, iDrive, and OneDrive - for backups.

What is data backup?

Data backup is the process of creating a copy of your data and files in case the original data is lost or destroyed. Once you have a data backup, you can use it for recovery or to add older files to a new device. A data backup should be done on all devices, whether you're an individual or a large company.

Why should I back up my data?

Backing up your data is a good practice simply because you can't predict the future. Unexpected technology issues happen all the time, from power outages to computer viruses; even events like natural disasters can impact your technology. But data backup plans help prevent data loss in these unplanned situations.

In the event that you lose an account or file, you will still have a secure backup copy. It can then be reuploaded or put on a new device if it has to be replaced. Instead of losing the data or information entirely, you can minimize your total losses and restore data after the fact.

Though hard drive backups work well, the hardware used is often susceptible to the same risks mentioned earlier. They can be destroyed, develop a short, or fail due to unpredictable events. For these reasons, many people have turned to using a cloud backup strategy instead.

As a type of software data backup, cloud services are like creating a personal vault of your important files. They can be done more frequently, and in many cases, they’re even done automatically. You can also access them from anywhere and on any device. You don’t need the physical hard drive to get your information back.

Three types of data backups

There are several different types of backups that safeguard your data in the event of a disaster. Because each requires a different storage capacity and takes varying amounts of time, you can choose the backup method that works best for your needs.

Full data backups

Full backups, as the name implies, are the most comprehensive type performed. They make a copy of all data on a device or network to the cloud service or storage device. Because these backups are the most comprehensive, devices with successful full backups take the least amount of time to restore data and backup files.

However, since it stores the entirety of data in one session, it takes the longest out of all backups to complete. It also requires a large amount of storage space. Most users choose to do full backups periodically because of these reasons, supplementing with incremental or differential backups in between full backups in order to save space and time.

Differential data backups

Differential backups serve as an intermediary of sorts between full and incremental backups. A differential backup only backs up data that was created or altered since the most recent full backup, essentially capturing all of the new changes without requiring the user to back up the older data as well. Because differentials don't capture as much information as full backups, they take up less storage space. They also happen faster.

Incremental data backups

Similarly, incremental backups only copy changed data since the last time you backed up data, whether it be in a differential or full format. These backups vary in size depending on when they're done; if they're done before a differential backup or in place of one, the storage size needed may be larger than with a differential download. These backups are relatively quick and can be done to supplement backing up data in full.

Cloud backups on different platforms

Microsoft

There isn’t one specific cloud-based backup storage service for Microsoft users. However, backing up files is an important practice for Microsoft users to keep, regardless of the computer they have.

For Microsoft, with both computers and Office services, OneDrive is a great cloud data backup service. It lets users protect their files and make them available on other devices. You can back up 5 GB of files in Microsoft OneDrive with the free plan. If you want to invest in a Microsoft Office 365 subscription, you can get 1 TB of storage space.

There's also the OneDrive app, which is convenient for access from your phone, and OneDrive for Business, if you have multiple users working on the same files.

Furthermore, when you’re using Word, Excel, PowerPoint, OneNote, or any other Microsoft Office tool, you can easily back up your OneDrive files to the cloud rather than saving them to your desktop. Your Office documents will be saved automatically to OneDrive in case your computer shuts down. This also allows you to access them on other devices.

Apple

Apple conveniently provides their own cloud service, iCloud, for Apple iPhone users to back up their data on multiple devices. It’s not difficult to establish using your Apple account. Once you set it up, iCloud continues to back up any new photos, videos, notes, and data that you put onto your device in real time. iCloud then syncs across your Apple devices, meaning you can access all of the files you back up on any device tied to your Apple account.

For Apple’s Macbook users, Time Machine is an easy-to-use data backup and recovery system that can also perform automatic backups and incremental backups if you so choose. You can back up Time Machine data to an external hard drive. For files such as Notes and Photos, use iCloud to save and sync data across devices.

Android

You can back up Android phones to a Google account, which essentially serves as a cloud service for all your data-storage needs. Because Android users need to register with a Google account when they start using an Android phone, you’re already logged into the cloud.

You can start automatically updating via Google Drive whenever you want. Google Drive allows users to store photos, spreadsheets, documents, and more in their virtual servers.

Third-party cloud backup services

If you want to back up your computer or phone to external online backup services, there are many to choose from. Check out the short list we’ve compiled below of some of the top-rated software services used for data backup to cloud files.

Acronis

Acronis combines backup with anti-ransomware technologies to deliver cyber protection and secure cloud backup. You can restore an entire system to new hardware and back up a single file or a whole network of data. Acronis also offers continuous backup, drive health monitoring, and a unique recovery system that cleans files infected by malware before reinstalling them.

Plans start at $85 for full Acronis protection. You can also start a 30-day free trial to see if the program is a good fit for you.

Backblaze

Backblaze is a cloud storage solution that markets as an affordable, easy-to-use service for companies and individuals. It provides data protection, easy-to-install software programs, and ensures that your data is readibly accessible when you need it. You’ll automatically have 10GB of cloud storage free with Backblaze B2, and if you need more space, it’s only $5/TB/month. It's a streamlined and secure service, making it especially good for users unfamiliar with cloud data backup as a whole.

Carbonite

Carbonite is a secure, encrypted cloud backup software service that offers several different plans. This allows users to find a cloud backup solution that works best for their specific needs. They provide unlimited, automatic backup and can restore any files infected in an attack.

With the Personal plan, which starts at $6, users can get up to three computers fully backed up into the Carbonite Safe cloud services. You’ll have remote access to shared files and 128-bit encryption on all backed-up data for maximum security. Plans expand from there for groups and businesses.

iDrive

iDrive is another great cloud option. Users pay just under $80 annually for the ability to back up an unlimited number of computers, phones, and other devices to a single iDrive account. iDrive offers features like iDrive Express, which gives users the ability to do quick backups and retrieve data in under a week via physical storage shipment, so there's no bandwidth usage. iDrive uses 256-bit AES encryption for data protection, and incremental and compressed data backups help reduce network bandwidth even further.

Four best practices for data backups

Perform backups frequently

The more often you perform data backups, the less likely it is that you’ll lose information should something happen to your device. Determine how often you need to back up your data for your personal use. Then, make sure to keep up with backups accordingly.

Consider how long you’ll retain the data

In most cases, it isn’t possible to keep each backup because you only have a limited amount of storage. Many backup solutions offer retention schedules that vary based on your needs. You can keep several recent backups in case you need to recover data. But your devices work smoother without old, outdated information in your cloud storage service.

Keep backups protected via encryption

Encrypting your files gives them an added layer of security. If someone else got ahold of them, the encryption would prevent the hacker from accessing your files. Backup encryption also ensures that your data will be the same as you downloaded in the event that you need to recover it.

Back up your files in multiple places

Even if you’re using a back up cloud service, like OneDrive, it can’t hurt to keep your files backed up in a secondary, remote location as well. Therefore, consider using a third-party backup like the ones mentioned above.

Frequently asked questions

What are common methods for backing up data?

Users can choose to perform data backups in a variety of ways, but these options primarily fall under two categories: hardware and software. Hardware options include external hard drives, tape drives, or jump drives. Software options include cloud storage and online backup services.

Is it really necessary to back up your data?

Yes, backing up your data is necessary. It offers protection in the event of file or device damage, which is hard to avoid completely.

What is the most common type of data backup?

The most common type is a full backup, as this allows a user to retain a copy of all files, data, and changes on their computer or device.