Backup Check: Verifying Your Data Is Actually Safe
Everyone knows they should back up their data. Fewer people verify that their backups actually work.
A backup you've never tested is a backup you're hoping works. Hope is not a strategy.
The 3-2-1 Rule
A solid backup strategy follows 3-2-1:
- 3 copies of your data
- 2 different storage types
- 1 copy offsite
Example: Original files on your computer, Time Machine backup to external drive, cloud backup to Backblaze.
What to Back Up
Critical:
- Documents (tax records, contracts, important correspondence)
- Photos and videos
- Password manager export
- 2FA recovery codes
Important:
- Application settings and preferences
- Browser bookmarks
- Email (if not cloud-based)
- Creative work
Nice to have:
- Music library (if not streaming)
- Downloaded media
- Application installers
Verification Steps
1. Check backup status
- When did the last backup complete?
- Are there any errors or warnings?
- Is the backup size reasonable?
2. Test restoration
- Pick a random file and restore it
- Verify the file opens correctly
- Check the file date matches expectations
3. Review coverage
- Are new folders being backed up?
- Have you excluded anything important by accident?
- Are large files (videos, etc.) included?
Common Backup Failures
Ran out of space: Backup stopped weeks ago, you didn't notice.
Excluded folders: New project folder wasn't in the backup path.
Corrupted backup: Files backed up but can't be restored.
Encryption key lost: Backup exists but you can't decrypt it.
Service discontinued: Cloud backup provider shut down.
Cloud vs Local
Cloud backup:
- Automatic, offsite
- Depends on internet connection
- Monthly cost
- Provider could disappear
Local backup:
- Faster restoration
- No ongoing cost
- Can be stolen/damaged with your computer
- Requires manual management
Best practice: both.
How Often to Check
Quarterly verification is reasonable. Monthly if your data changes frequently or is irreplaceable.
Add it to your tasks. We'll remind you to verify, not just assume.