Backups and Encryption
The 3-2-1 backup rule, offline copies, test restores, and encryption: essential practices to protect and preserve your data.
Why It Matters
Hardware fails, devices get stolen, ransomware locks files, or someone accidentally deletes the wrong folder. If you have a backup, it is merely a bad day; if you do not, it is a disaster.
The Fundamentals
- The 3-2-1 rule: Keep 3 copies of your data across 2 different media, with 1 copy stored offsite (in the cloud or outside the office). To defend against ransomware, at least one copy must be offline or immutable; an external drive permanently connected to a computer can easily be encrypted along with the system.
- Automated backups: Manual backups get forgotten. Backups must run on an automated schedule.
- Test restores: An untested backup is not a backup—it is wishful thinking. Restore a small file once a month and confirm that it opens.
- Encryption: Renders data unreadable to anyone without the key. - Data at rest: full-disk encryption, encrypted backups. - Data in transit: HTTPS, VPNs, encrypted messaging. - If the decryption key or backup password is lost, the data is gone forever: store your recovery keys securely (in a password manager or physically in a safe).
A Real-World Example
Ransomware encrypts all project files at an architecture firm. Fortunately, the firm backs up to the cloud nightly and to an unplugged hard drive in a desk drawer once a week. The computers are cleanly wiped and reinstalled, the files are restored from the previous day's backup; no ransom is paid, and only a single day of work is lost.
Action Items
- List what needs to be backed up: documents, photos, email, accounting records.
- Schedule a test restore on your calendar.
- Verify that device encryption is enabled on your computer and smartphone.
Key takeaway: The true value of a backup is proven only on the day you have to restore it.
*This post is part 9 of the 14-part Cybersecurity Awareness series.* Next up: Protection of personal and corporate data (KVKK)