Start with a clear scope
Fictional example: Ruth regularly copies her Documents folder to an external drive, but her photographs live in a different application. A simple inventory reveals that these memories were never included. She adds them to the backup plan and checks an exported photograph.
List the folders, photographs and other data you actually need. Distinguish selected personal files from a complete system backup. A folder called “Backup” does not prove that every important application or cloud-held item is included.
Choose the drive and method deliberately
Use a known, suitable drive with enough free capacity. Label it clearly without writing passwords on the casing. If setup asks to erase or format it, first check whether it already holds data without another copy. Do not confirm that step automatically.
Choose a backup method suited to your system whose restoration process you understand. Apple provides Time Machine for Mac, for example. Check which folders the chosen method excludes and how it handles older versions. A simple mirror may also remove files that were accidentally deleted from the source.
Link a schedule to a checked result
Choose frequency according to how much new information you could afford to lose. Someone creating important documents daily needs a different routine from someone making occasional changes. A regular appointment plus an extra backup after major imports can be a practical personal arrangement.
After starting, check that the process actually finishes. Note the date and result, such as “Documents and photos completed”. A connected drive or progress indicator is not a successful completion. Put error messages on the action list instead of marking the whole task done.
Test restoration and protect access
Occasionally restore a selected file into a separate test folder without overwriting the working original. Open it and compare the contents. This checks your understanding and that copy’s readability; it does not guarantee every other file is flawless.
Appropriate encryption is useful for confidential material. Keep the necessary password or recovery key securely somewhere beyond the only device being backed up. Losing that access can lock you out too. Test authorised access before you need the backup in an emergency.
Disconnect, separate and maintain
Use the operating system’s eject function and disconnect only after completion. BACS recommends offline backups so that a permanently attached drive is not exposed to every attack on the computer. Protect stored drives from water, heat and unauthorised access.
A single drive next to the computer does not cover every risk. For irreplaceable information, plan additional independent copies and another storage location. If the drive shows unfamiliar errors, do not immediately overwrite the last working copy. Seek qualified advice before further recovery attempts change the data.
Your checklist
The checkboxes are for your own reference. No entries are sent to us. To keep a copy, print the page or save it as a PDF using your browser menu.
Common questions
Can the drive stay connected all the time?
That is convenient but creates shared risks. An additional disconnected offline copy is useful, especially for irreplaceable files.
Is a copied folder structure enough?
It may protect selected files but does not automatically provide a complete system backup. Check the intended scope and restoration method.
Must I delete the original for a restore test?
No. Restore a copy into a separate test folder and compare it with the unchanged original.
Sources and further information
Primary sources from public authorities, consumer organisations and providers. A source may be in another language; follow the guidance that applies to your service and where you live.
- BACS: Offline-Kopien und Wiederherstellung testenSource review date:
- Cybermalveillance.gouv.fr: Sicherungen planen und schützenSource review date:
- Apple: Time Machine, Sicherungsstatus und VerschlüsselungSource review date:
