The 3-2-1 Backup Strategy

The necessity of backups is well known. Yet, they are often neglected in everyday life. The good news: Data backup can be fully automated. The 3-2-1 backup strategy offers a simple, yet effective way to prevent data loss. This brief introduction shows how digital information can be protected with minimal effort. Once automatic backups are active, you only need to regularly ensure that no errors occurred during the backup process.

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The Rule

3

You always have three copies of your important data. This includes the original data plus two backup copies. This approach minimizes the risk of data loss, as it is unlikely that all three copies will be damaged or lost at the same time.

2

The second component of the rule states that you should store your data on two different types of media. This could be an internal and an external hard drive, a USB stick, or even a cloud storage solution. The reason for this diversification is that different storage media are subject to different risks. For instance, physical damage such as a fire or flood can destroy local devices, while cloud storage may be vulnerable to cyberattacks.

1

The number 1 refers to keeping one of the backup copies at a different location. This could be another physical location, like an office or a relative's house, or even online storage. The aim here is to protect against local disasters that could simultaneously destroy all local copies of your data. By geographically separating your data, you safeguard against regional disasters such as earthquakes, floods, or fires.

Classic Version

Original data locally

This is the working copy with which you work. The two backup copies are made from these data.

Backup copy locally

For the first copy of the original data, you can activate Time Machine on macOS. It backs up the data hourly on an external hard drive of your choice. For a desktop Mac, the backup can be stored on an external hard drive.

For mobile MacBooks, a solution over Wi-Fi is highly recommended. It is more reliable than having to always remember connecting a hard drive to make your backup copies.

Backup copy Cloud

Strato HiDrive or Dropbox Backup offer GDPR compliant, automated solutions to create a backup in their cloud.

iCloud Drive is not a backup. Once you delete or modify a file, the old data cannot be restored.

Version with Two or More Computers

Original data in the cloud

Here, the working copies are directly in a cloud folder on your computer. Thus, every time you save, they are also uploaded to the server of your cloud provider and to all other computers that are connected to the cloud.
Tip: Choose a cloud provider that offers a version history, so you can restore older versions of a file. e.g., Dropbox - iCloud does not offer this feature.

Backup copy locally

Here, too, Time Machine is used for local backup. Ideally, this is done by a desktop Mac that is never fully turned off, and that synchronizes the shared cloud folder on all connected devices.

Advantage

If you primarily work mobile and on the go, you always have a copy in the company and in the cloud – assuming an internet connection is available. This is practical even for longer stays away from the company location.

Disadvantage

Less suitable for working with very large files.