Backups that actually work: the 3-2-1 approach
Keep 3 copies of important data, on 2 kinds of storage, with 1 copy offsite, and test restores.
Hardware fails, laptops get lost and ransomware encrypts files. A backup is only useful if it is recent, separate from the original, and can actually be restored.
The 3-2-1 rule
- 3 copies of important data: the original plus two backups
- 2 different types of storage, for example an external drive and a cloud backup service
- 1 copy offsite, so a fire, theft or ransomware on your network cannot reach all copies
What to back up
- Business documents, accounting files and client records
- Email (cloud email is not automatically a backup if items are deleted)
- Website files and databases
- Photos and anything you could not easily recreate
Common mistakes
- Relying only on file sync (like a shared folder). If a file is deleted or encrypted, sync can copy the damage everywhere.
- A backup drive that stays plugged in all the time, where ransomware can reach it
- Never testing a restore
Test your restores
At least a few times a year, pick a file or folder and restore it to a different location. Confirm it opens. Write down the date and result. If you would like help setting up backups or a restore test, open a ticket.
Last updated Oct 31, 2026, 2:49 PM ET