By David Support · November 12, 2026 · 2 min read
Every drive fails eventually, and laptops get lost, stolen and spilled on. A backup is the only thing standing between a bad day and losing years of photos, documents and work.
Key takeaways
- Follow 3-2-1: three copies, on two different kinds of storage, with one copy somewhere else.
- Automatic backups beat good intentions. Set it up once so it runs without you.
- A backup you have never tested is a guess. Try restoring a file.
- Syncing to the cloud is not the same as backing up.
The 3-2-1 rule
- 3 copies of your data: the original plus two backups
- 2 different kinds of storage, such as the computer and an external drive
- 1 copy off-site, such as a cloud backup, so fire, theft or a flood cannot take everything
Option 1: External drive (built-in tools)
The simplest start. On a Mac, plug in a drive and set up Time Machine. On Windows, use File History or Windows Backup. Keep the drive plugged in regularly, or better, leave it connected so backups run automatically. Replace it every few years; drives wear out too.
Option 2: Cloud backup
A cloud backup service copies your files over the internet to a secure location, which covers the off-site part of 3-2-1. Choose one that runs automatically in the background and keeps old versions of files, so you can recover something you overwrote.
Sync is not backup
Services such as OneDrive, iCloud Drive, Dropbox and Google Drive keep folders in step across devices. That is useful, but if you delete a file or malware encrypts it, the change can sync everywhere. Treat sync as a convenience and backup as protection. The best setups use both.
Protect against ransomware
Ransomware encrypts files and demands payment. A backup that is permanently connected to your computer can be encrypted too. Keep at least one copy that is disconnected most of the time, or in a cloud service that keeps previous versions.
Test it
Once in a while, restore one file from your backup to a different folder and open it. Many people discover their backup stopped working months ago only when they need it. For businesses, also make sure cloud email and documents are covered, since providers do not always back them up for you.
Need help setting it up?
David Support sets up automatic backups for homes and businesses and can recover data from failing drives. If you hear clicking from your drive, stop using it and call us. See small business IT support.
Frequently asked questions
How often should I back up my computer?
Automatically, every day if possible. Set it up once so it does not depend on you remembering.
Is iCloud or OneDrive enough as a backup?
Not on its own. They sync files rather than keeping a separate recoverable copy. Use them alongside a real backup.
Can you recover files from a drive that stopped working?
Often, yes, depending on the failure. Stop using the drive and call us for a free diagnosis.
Free diagnostics
We find the problem at no cost and explain it in plain English.
$39–$75 per hour
Straightforward hourly rates. You approve the cost before work starts.
No fix, no charge
If we cannot fix it, you pay nothing. Repairs carry a 30-day warranty.
