Why daily backups matter
One of the tasks you should never overlook is the daily backup. Performing a daily backup of your data ensures that nothing is lost if your computer crashes unexpectedly. You could configure your computer for automatic backups during less busy hours, as it consumes resources and may slow down your work. Alternatively, you can back up your data manually before shutting down your computer for the day (it is highly recommended to shut down your business computer if you are away or resting).
Backup options at a glance
There are several options available:
- You may use the Backup and Restore (Windows 7) or Windows Backup (Windows 10/11) functions on a Windows-based computer.
- You may back up to a cloud location such as MS OneDrive (free with your Microsoft Office 365 business subscription). Alternatively, you may use a paid service such as pCloud or Acronis (both are GDPR-compliant). If you are not in the EU/UK (because the data server must be in the European Economic Area for GDPR-compliance) and have a paid Dropbox or BOX subscription (the free options are suitable only for personal use), you may use these services as well, but additional encryption is recommended (you could use Boxcryptor in this case). Backing up on Google Drive is not recommended for two reasons:
- Because Google Drive converts your MS Office documents into a native file format to save them and then converts them back to their original format when you download them, potentially resulting in loss of formatting.
- Because you are probably using the associated Gmail address with other Google services, your business data might be compromised if someone obtains unauthorized access to your Google password.
The safest approach
The safest option is a combination of backup options. For example, on a Windows 10/11 computer, you may use the Windows Backup function (automatic backup on an external disc) and a manual backup on an external disc (second external disc) before you shut down your computer for the day. This way, you will have all your files backed up on two external discs. An additional (third) backup on the cloud, like pCloud, increases the chances of recovering your files in case of a disaster.
