For many of us, old photos and videos are like time machines. They transport us back to another time with a lost grandmother’s smile, playing with cousins at a family reunion, or even reliving our own child’s first laughs or steps. We can laugh at hilarious moments with friends and family on trips and at home. Revisit crazy events we’d almost forgotten—only to have memories flood back within seconds. The last thing we’d ever want is to lose those memories forever. Which is why data backup and recovery are so important.

In years past, many of those types of memories were stored on bookshelves in photo albums or in boxes of old film in the back of a closet or storage room. Today, even the older memories have often been transferred to digital form to help preserve these keepsakes and protect them from fire, flood, or other physical disasters.

With data backup, we can preserve generations of memories. Then, if the worst thing happens (e.g., your computer or phone dies and you lose all your data or, worse, a fire or flood consumes everything in your home), those files and the memories they contain can be restored quickly. 

Data backup and recovery are also crucial for protecting your work. Most of us have experienced losing a critical file just as we were about to hit save and be done for the weekend. Or worse, lost several weeks or even months of work because we didn’t have time (or a set routine) to back everything up. So painful!

Fortunately, protecting your precious memories as well as important docs doesn’t have to be complicated. It can even be fun. (Really!) With the right tools, you can just set it and forget it to back up the entirety of your digital life. It can simply run in the background, allowing you to safeguard your history, save space on your devices (and shelves), and enter that time machine anytime you want to relive your most beloved memories.

The Basics: Types of Data Backup and Recovery

There are three main ways to back up your files for later recovery (if needed). You can think of these as the three pillars of your digital peace of mind:

Pillar 1: Local Backups

The classic (some may say old-school) approach to backing up is saving your digital photos and videos on an external hard drive or USB stick. If you’re looking to back up data that’s quick, easy, and doesn’t require an internet connection, this is your best bet. There is a downside, though. If your drive or storage device is lost, stolen, or damaged, your backup is also gone.

Pillar 2: Cloud Storage

Like a safety deposit box in the sky to back up all your data. Many services, including Google Photos, iCloud, or even Amazon Prime, are set to automatically sync your images and videos. This means they’re always backed up. Better yet, you can access them from anywhere as long as you have the password. You will, however, also need an internet connection. And free storage will only go so far, so if you have anything more than a small amount of data, you’ll likely have to pay to ensure you have enough data for all of your memories.

Pillar 3: Hybrid Approach

While you can’t beat the convenience of cloud storage, for true peace of mind, many experts recommend combining the two above. You’ll have a local copy for quick access while also having a cloud backup as added insurance in case of accidents, disasters, or theft.

For very important information, experts recommend the 3-2-1 rule: keep three copies of your files on two different types of storage with one copy stored offsite (on the cloud or at a trusted friend or family member’s). 

The Best Programs and Apps for Backing Up Your Photos and Videos

In today’s digital landscape, there’s no shortage of tools and apps to help keep your photos and videos safe. The right one will depend on your needs or perhaps how many pictures of your furry friend you are willing to admit you have—even to strangers. 

Some of the most popular options for data backup and recovery include:

• Google Photos: This app automatically syncs across devices, making it easy to transfer data from your old phone to a new one, for example. Plus, it has a powerful search feature and easy tagging, so you can more easily find all of your, say, mountain photos, videos of your firstborn, or pictures of your class reunion. You can get 15 GB of data shared between Gmail and Google Drive for free. Unfortunately, that amount of storage can fill up quickly—especially if you have a large collection of photos and videos. That said, upgrading is affordable. 
• iCloud Photos:  Of course, if you’re in the Apple ecosystem, you’ll want something that works seamlessly with iPhones, iPads, and Macs. That’s where the iCloud comes in. Again, it allows for automatic backups. Plus, it facilitates family sharing and integrates seamlessly with organizational tools. The free plan only provides 5 GB, which is hardly enough in many cases, but you can easily upgrade. 
• Amazon Photos: If you’re a Prime member, you can enjoy unlimited photo storage. With the family vault feature, you can easily share everyone’s photos in one location. And it’s a great value—as long as you’re already paying for Prime. The interface, however, isn’t as polished as the ones you’ll find with Google or Apple. And the video storage has stricter limits.
• Dropbox: The go-to option for many professionals, Dropbox is excellent for collaboration and sharing. It’s fantastic for sharing big video files for work. It also has decent syncing across platforms. Again, there are space limits with the free version (just 2 GB). And the paid plans are a bit on the pricey side if you’re only using it for personal photos and documents. 
• OneDrive: If you’re already using Office, because OneDrive is bundled with Microsoft 365, this is a no-brainer. It offers good storage limits, affordable paid plans, and solidly integrates with the suite. However, it’s also not as photo-focused as other options (e.g., Google Photos and iCloud), so it’s not as intuitive or easy to search if you have big memory libraries. 
• Backblaze/Carbonite (Whole-System Backup): If you want to back up everything—from documents to photos to videos, and more—and then never have to think about it again (unless, of course, you need to), then these services do the job. They come with a monthly subscription fee, and because you’re backing up everything, it can take time to restore a large library. Another plus is that Backblaze will even ship you a drive if you need one.
• Time Machine (Mac) / File History (Windows): These systems are built right into your operating system. You can just plug in an external drive, flip a switch, and they do the rest to back up everything locally. However, if both your computer and backup are damaged or lost, all of your files are also lost. So, this solution works best in a hybrid situation. 

Data Backup and Recovery to Preserve, Protect, and Enjoy

In the past, backing up your photos and videos was a tedious tech chore. Thank goodness for today’s innovators who have made data backup and recovery so much easier. In just a few minutes, you can set up your system to automatically back up your devices, freeing up space and protecting irreplaceable memories that no crash, spill, or accident can delete. 

That starts with making backups a habit rather than a once-in-a-while, when-I-get-around-to-it chore. A few simple practices can make a big difference: 

• Automate as much as possible: Set your chosen app or service to back up in the background. That way, you don’t have to set up a timer (or remember when to back up). 
• Secure your accounts: Strong passwords and two-factor authentication are always essential, especially for your most valuable memories. Keep your cloud storage safe and secure.
• Check in from time to time: Yes, they’re set up automatically, but it’s still a good idea to check in to ensure your data backup and recovery are working. Discovering after the fact that some of your files weren’t syncing is a great way to make a bad day worse.
• Plan for the long haul: Every few years, ensure your files remain accessible. That means you may need to migrate them from one system to the next. Technology is always evolving, and you want your memories to last.

Rather than thinking about data backup and recovery as a process, think more about the long-lasting payoffs. Protect your stories, milestones, and rich memories that make life meaningful. And while you’re at it, you’ll also be able to save important work files so you don’t have to restart a project from scratch.