Backup your data and devices

Most of us have experienced the stress of losing our data.

If your device is lost, stolen or damaged, you’ll no longer be able to access your work, photos or files.

That is, unless you’ve backed up your data and devices.

Making backups is an easy way to protect your most important information.

Read on to learn how to backup your data and devices.

What is a backup?

A backup (also spelled ‘back up’) is a copy of your data that’s taken and stored to use in case your data is ever lost, stolen or damaged.

Data refers to all the files on your computer and devices, like your mobile phone. It can include:

photos
documents
personal information.

An easy way to think about backups is that it’s like making a photocopy of an important document. Even if you lose the original document or someone steals it, you still have a photocopy of it you can use.

Why are backups important?

Regularly and securely backing up your data prevents stress during data loss. There's a range of ways you could lose access to your data, including due to cybercrime.

For example, cybercriminals may use malicious software (called malware) to access your device. Once they have your device, they’ll be able to erase or steal your data.

But cybercrime isn’t the only way you could lose access to your data. Some other common causes of data loss are:

someone stealing your physical device
losing or breaking your device
accidentally deleting data on your device
your data becoming unreadable
your hard drive needing to be erased or replaced.

What should I backup?

It's up to you what data you’d like to backup for each device. But it’s a good idea to backup anything that would upset or inconvenience you to lose.

How do I backup my devices?

There are 3 main ways you can backup your data:

Cloud backup
Backup to an external storage device
A combination of cloud and external storage device backup.

Backup to the cloud

Cloud backup uploads and stores your data in 'the cloud'. The cloud is a collection of servers accessed via the internet. You can upload and access your data anywhere, at any time, as long as you have an internet connection.

The pros and cons of cloud backups

Advantages	Disadvantages
Can be automated and performed regularly.	Can be difficult to do if you have a slow internet connection.
Backups are usually done in real-time.	You may need to pay for a subscription to a cloud backup service.
It’s relatively straightforward to restore your data using a cloud backup service.	You’ll need to give your data to a third party (the cloud backup service provider).
Easy to set up on multiple devices.	The cloud backup service provider may limit how much of your data you can backup to the cloud.
Cloud backup service providers have experts in charge of keeping the backups secure.	It could cost a lot to upload larger amounts of your data.

Cloud backup services vs. cloud storage services

These cloud-based services are similar but have important differences.

Cloud backup services store 'a snapshot in time' of your data at the time you make your backup. They also store older 'snapshots' of your data that you previously backed up. If there’s a cyber security incident, like a ransomware infection on your device, you can restore your data from your unaffected backup in the cloud.

Cloud storage services are 'live' and files in your device and the cloud storage sync instantly and automatically with each other. Cloud storage makes it easy to store your files and access them on the go (using any of your devices with internet access). It also makes it easy to share them when you need to.

But if the files on your device become encrypted by ransomware, the files in cloud storage might also become encrypted and unrecoverable as files sync with each other.

To safeguard your data, a cloud backup service is the way to go.

How do I choose a good cloud backup service?

Do your research before choosing a provider. Ask yourself:

Is it a cloud backup service or cloud storage service?
Is it a paid or free service? A free service may have fewer security functions to protect your data.
Is the cloud provider reputable? Check their history for data breaches or compromises.
Is multi-factor authentication (MFA) a built-in security feature?
Is it a zero-knowledge provider or not? Zero-knowledge providers encrypt your data before uploading it to the cloud so it remains private.
Does the provider offer recovery from ransomware? Providers that do will allow you to restore a previous version of data if the more recent backup was infected by ransomware or malware.

Top tip

Keep your cloud backup account safe with a strong password and MFA.

Backup to an external storage device

Which type of backup is right for me?

The backup type that’s right for you depends on a range of factors. Weigh up the advantages and disadvantages of each to decide which one works best for you.

How do I backup different programs and devices?

Different programs and devices will have different processes for backups. Below you’ll find links to help guides for backing up popular programs and devices:

Microsoft Windows backup

Visit Microsoft’s website to learn how to back up and restore your files using Windows 10 and Windows 11 devices.

Android backup

Visit Google’s Android Help Center to learn how to back up and restore your data on your Android device.

Apple macOS backup

Visit Apple’s website to learn how to back up and restore your data using macOS.

iPhone, iPad and iPod touch backup

Visit Apple’s website to learn how to back up and restore your data on your iPhone, iPad and iPod touch.

Backup tips

Here are a few tips that will help you make the most of backing up your data.

Make backups a habit

Doing regular backups is the best way to make sure your data can be easily recovered if needed. If you’re using an external storage device, put a reminder in your calendar to backup your data.

Automate the process

Remove the headache of regular backups by using a program or cloud service that provides automatic backups.

Secure your physical backup device

If you choose to use an external storage device, store it somewhere safe like a locked compartment.

Ideally, store it in a different, off-site location. That way, if the worst happens (for example, if your device is stolen or there’s a fire), you’ll still have access to your backup.

Make copies of your backups

Keep two copies of your backups and store them in different places. This will give you the peace of mind that your data will be safe if a backup doesn’t work or if your backup gets infected with a virus.

For example, make cloud backups and external storage device backups.

It’s wise to make one of these an offline backup (a backup that isn’t connected to any devices or networks). Having an offline backup, such as an external hard drive backup, means you can restore your data even in the event of a malware or virus attack.

Disconnect when not in use

Disconnect your USB drive or external hard drive from your network or devices when you’ve finished using it.

Test your backups

While backups work reliably most of the time, there’s a chance that they may not. Testing your backups is a simple way to make sure they’re working as they’re meant to.

Scan using antivirus software before backing up

If you plan to restore a backup from a physical device, do a scan for viruses first. If you don’t and your device has a virus, you may lose the backup of your data.

You may already have antivirus software on your device:

Windows. Microsoft Windows 10 and Windows 11 computers come with a built-in antivirus tool called Windows Security.
Apple. Apple macOS computers include antivirus software called XProtect. To learn more about macOS security, visit Apple’s website.
Mobile devices (for example, mobile phones, tablets and e-readers). The best way to keep your mobile device secure is to keep that device updated.

For more information, read the Australian Cyber Security Centre's guidance on choosing and using antivirus software.

Advantages	Disadvantages
You don’t need to rely on an external provider to protect your data as you’re in charge of backing up your data.	Setting up an external storage device is more complicated than cloud backup. It’s not a ‘set and forget’ option.
You physically own and completely control the backup device.	Managing your backups is more manual than cloud backups.
You don’t need an internet connection to do backups. The process is entirely offline. Your data moves directly from your primary device (for example, your laptop) to your external storage device.	You may need more time and skill to use this option as you’re in charge of the security of your backups and the device itself.
External storage device backups are usually quicker than cloud backups.	Backup drives can fail. If this happens, you’ll lose a backup and need to buy a new device.
Usually no ongoing costs, apart from purchasing the device itself.	You need to pay for the device upfront. (Some devices may require you to pay for software to create the backups as well).

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