Family photos from the last ten years? Tax documents you’d need to recreate? That folder of recipes? Your business files?

Most people I talk to in Winchester have the same reaction: a slightly panicked look followed by “I really should back that up.”

Today, let’s actually do something about it.

What IS a Backup, Anyway?

Let’s keep this simple. A backup is just a copy of your important files stored somewhere OTHER than your computer.

That’s it. Nothing fancy. Just a copy, somewhere else.

Why somewhere else? Because if your computer crashes, gets stolen, or takes an unfortunate coffee bath (happens more than you’d think), your backup is safe and sound.

The 3-2-1 Rule (In Plain English)

Tech folks love the “3-2-1 rule” for backups. Sounds complicated, but it’s not:

• 3 copies of your important stuff
• 2 different types of storage
• 1 copy stored somewhere offsite

In real life? That means:

1. Original files on your computer
2. Backup on an external hard drive
3. Another backup in the cloud (online)

Is this overkill for most people? Maybe. But even doing two out of three puts you ahead of 90% of folks.

Option 1: The External Hard Drive

This is the simplest option and where I recommend most people start.

What you need: An external hard drive ($60-100 at any electronics store)

How it works: Plug it into your computer, run backup software (Windows and Mac both have built-in options), and unplug when it’s done.

Pros: One-time cost, no monthly fees, you control it completely

Cons: You have to remember to do it, and if there’s a fire or theft, both your computer AND backup could be lost

My advice: Keep it simple. Plug in the drive every Sunday evening while you’re watching TV. Let it run. Put it back in your desk drawer.

Option 2: Cloud Backup

Cloud backup means your files get copied to a server somewhere on the internet, automatically.

What you need: A subscription to a backup service (iCloud, Google Drive, Carbonite, Backblaze, etc.)

How it works: Install the software, set it up once, and forget about it. It runs automatically.

Pros: Completely automatic, offsite by definition, accessible from anywhere

Cons: Monthly fee ($5-15/month typically), requires decent internet, some people worry about privacy

My advice: Great for set-it-and-forget-it types. Once it’s running, you don’t have to think about it.

Option 3: Both (What I Do)

Belt AND suspenders. External hard drive for local backup, cloud service for offsite backup.

If one fails, you’ve got the other. Peace of mind: priceless.

What Should You Actually Back Up?

You don’t need to back up everything. Focus on what’s irreplaceable:

• Documents folder – tax files, important PDFs, personal documents
• Photos – this is usually the big one for most people
• Desktop – if you store important stuff there
• Any work files – especially if you’re self-employed

What you DON’T need to back up: Programs and software. You can always reinstall those. It’s your personal files and data that matter.

How Often Should You Back Up?

For most home users: Once a week is fine.

For business: Daily, or even continuous (cloud backup handles this automatically).

For that novel you’re writing or your business’s accounting files: Back up after every session. External hard drives are cheap. Rewriting three chapters is not.

The Most Important Part: Actually Do It

The best backup system is the one you actually use.

A $200 external drive collecting dust in a drawer? Useless.
A cloud service you signed up for but never configured? Useless.
A $50 drive you plug in every Sunday without fail? Priceless.

Start simple. Build the habit. You can always get fancier later.

Need Help Getting Started?

Setting up a backup system is one of the most common things we help Winchester residents with. It’s not complicated, but sometimes having someone walk you through it the first time makes all the difference.

Want us to set up a backup system for you? Call 540.303.2410. We’ll get you protected and show you exactly how it works.

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Shared Knowledge Technical Solutions has been helping Winchester, VA and Frederick County with computer repair, IT support, and technology education since 2005. We don’t just fix computers – we educate.