Protect your hard work and valued memories by using a proper computer backup service
If someone sat you down and told you that there's nearly an 80% chance of losing all your photos, and all your edits, how would you react? I recently polled my Instagram followers and 77% of respondents stated they had lost files without a backup process in place.
Now, I know of several people who have lost files over the years, but even I was surprised by how high that ratio was (granted, it was not a scientific poll... but still). I personally have lost a few files here and there over the years, including my Lightroom Classic catalog several years ago (talk about a heart-stopping moment): I hadn't created a backup upon exiting Lightroom recently and my catalog somehow became corrupted.
I was on the verge of losing several weeks' worth of work but, fortunately, I had an automated backup process in place that allowed me to pull a slightly older version of the catalog from the cloud.
Before I get into the backup workflow I have in place, let's cover some basics to help you understand what you need to consider when choosing a backup solution. You can also watch a related video on this topic over on my YouTube channel:
It's also worth noting that this post is intended to provide a baseline workflow: professional photographers who rely on the safety and security of their data for their livelihoods may want to consider more advanced solutions.
The 3-2-1 Backup Rule
The Navy SEALs operate by the rule that "Two is one and one is none." This means that a plan without a backup is essentially no plan at all. The same principle should be followed - at minimum - when it comes to backing up your data.
The 3-2-1 rule of backing up has been around a long time, and it should be considered the bare minimum when it comes to protecting your data. I say bare minimum as, with ever-evolving threats, you may wish to take an even more thorough approach to backing up your computer files.
So, what is the 3-2-1 rule? Historically, it has meant:
You need three copies of your data
Your data should be backed up on two separate local drives
Your data should also be backed up off-site in a remote location
In practice, this would look like having your main storage drive/location for your data, backed up by a duplication of your files on a separate drive (usually an internal or external drive), and also backed up via off-site storage (typically a cloud service such as Backblaze or another dedicated backup provider).
The 3-2-1 rule is a bit old, now. Originally, the off-site backup would have involved copying your files to an external drive and then storing that drive off-site somewhere (I used to keep my drive in my office drawer when I was still working at a corporate job). Now, you're usually going to be using a cloud backup service to check the off-site box.
Many people skip the off-site piece for one reason or another. It could be due to laziness or forgetfulness (never bothering to set it up) or cost concerns (which are largely moot as storage is historically inexpensive and cloud-based services are quite affordable).
Much like planting a tree, the best time to set up a proper backup process was yesterday; the next best time to do so is today.
The Importance of Backup Version History
In my Lightroom catalog example above, I mentioned I was able to pull an older version of my catalog from the cloud and restore it. Versioning, or version history, is perhaps the single most important feature you should look for when choosing a backup service.
Instead of just constantly overwriting a file with the latest version, version history allows you to go back in time to find a specific instance of a file. In my Lightroom example, if I had been using a service that didn't have version history, my backup would have simply been overwritten with the corrupted version of my catalog, doing me absolutely no good (aka a disaster).
Since I had version history in place, I was able to go to a copy of my catalog that I knew was good and download it to get myself back in business.
The same principle applies to any type of critical file you want to ensure is safely backed up: your raw image files, final exports, family photos and videos, important documents, etc. If you accidentally overwrite a file, or it becomes corrupted, and you don't have version history, you're going to be out of luck.
Perhaps one of the greatest misconceptions among photographers and general computer users is that services such as Dropbox or Google Drive - or even Apple's Time Machine - offer a "complete" backup solution.
The Dangers of Using a Single Drive
This is more of a quick aside than anything, but one of the worst things you can do - especially as a photographer - is save all your data on a single drive. Of course, that risk is exponentially worse if you don't have a proper backup service syncing your files!
Here's a classic scenario: a photographer has their catalog files and image files all saved on a single drive (usually their primary or only internal drive). They're even diligent about creating Lightroom catalog backups when prompted.
Then their drive fails. Or they drop their laptop, and the drive is physically damaged. Or there's the tragedy of a fire or flood.
By having everything stored on a single drive, they've lost everything. There was no spreading of the risk of failure or damage across multiple drives: one point of failure, one complete loss. There was no off-site protection against natural disaster (or fire, etc.) through the use of a cloud backup service.
But let's pretend the drive just failed or has physical damage. No worry! They can just pay a service to try to recover their precious files. But...
To start with, recovery is far from guaranteed. If the drive is completely destroyed, or damaged badly enough, it's likely beyond any hope of recovery. Secondly, it can cost hundreds or even thousands of dollars to work with a reputable recovery service. Drive recovery should be seen as an absolutely worst-case, last-resort scenario.
Cloud Sync Services: They are NOT Backup Services!
Apple Time Machine: Gotcha! Although I see a lot of Mac users claim they have a backup solution in place with Time Machine, it's strictly limited to local storage. Apple does not provide a complete cloud-based backup solution tied into Time Machine. If it's not off-site, it's not a true backup!
iCloud/iCloud Drive: While great for some apps, Apple does not have a true, full-featured backup solution via iCloud. Version history is app-specific, and from what I can find online, there is no version history for general files you may choose to manually backup via iCloud Drive. And note the "manually" qualifier there: while syncing to iCloud is automatic for Apple apps that save files to Documents, anything else you want to back up has to be added and updated manually, and version history is not available.
Dropbox: This popular service does now offer an actual backup service (Dropbox Backup), but it has some limitations compared to my preferred service, Backblaze:
Requires an annual commitment (Backblaze is month-to-month)
2,000GB data storage limit (Backblaze is unlimited)
30-day version history (Backblaze includes one-year version history)
Online recovery only (Backblaze can provide a restore drive via mail)
As of October 2024, I'm backing up over 3.5TB of data with Backblaze. Obviously, Dropbox falls well short of meeting my needs in terms of how much can be backed up. Dropbox also doesn't work in conjunction with cloud sync services, meaning you'd have to disable iCloud, Google Backup, etc. Lastly, if I were to somehow lose ALL my data, downloading hundreds of gigabytes, or several terabyte's, worth of data may require days or weeks for users with slower internet. That's rarer these days, but still applicable for many.
Microsoft OneDrive: Microsoft has made some in-roads with OneDrive over the years, offering versioning up to 25 versions (instead of a time-based version history). I personally use OneDrive as part of my backup strategy, but it's far from a critical pillar. It does have some fatal flaws from a pure backup standpoint, though:
There's no option to expand version history (Backblaze allows for "forever" versioning)
There's no support for non-C: drives, a shortcoming shared with other cloud-sync services such as Dropbox's standard service, iCloud, Google Drive, etc. (Backblaze can back up all drives, internal or external)
Storage costs can ramp up quickly as your data grows (as already noted, Backblaze has no limit)
There are several more advanced technical reasons to choose a service like Backblaze, such as better protection against ransomware attacks through the implementation of Object Lock functionality.
The long story made short: cloud sync services aren't in the business of offering complete backup solutions, which may still leave you vulnerable to catastrophic data loss. They're primarily meant to offer an easy way to sync and access files across multiple devices.
What's the Best Computer Backup Service?
As you've noted if you've read this far, I use Backblaze as my cloud-based backup solution. Previously, I used CrashPlan, which I was never all that happy with for the few years I was subscribed to their plan.
Let's take a look at the most commonly used providers (note that the pricing shown excludes any special or introductory offers):
CARBONITE: I've never used this service but know a couple photographers that use Carbonite. The main advantage I see with Carbonite is a bit of flexibility in terms of the plans they offer for personal use. As of October 2024, they offer Basic, Plus, and Prime plans.
Basic: $8/mo (billed annually), limited to one computer and NO external drives. No automated backup of video files. Physical drive recovery via courier requires an additional fee.
Plus: $11/mo (billed annually), limited to one computer and ONE external drive. Adds automated backup of video files. Physical drive recovery via courier requires an additional fee. Includes Webroot antivirus software.
Prime: $13.50/mo (billed annually), same benefits of Plus plan and includes physical drive recovery via courier for no additional fee.
Version History: up to 12 versions, including 3 versions regardless of age (2 most recent versions and the original version of the file).
Deleted File Recovery: 30 days
CRASHPLAN: I used CrashPlan for a few years. I found the client to be extremely clunky, and the syncing speeds to be horrifically slow. When they changed their approach to "basic" users, I took the opportunity to switch to Backblaze. That being said, I believe they've updated their services so I wouldn't necessarily dismiss them completely when considering backup services... however, there are still some limitations.
Essential: $3/mo, limited to 200GB of storage ($1/mo fee for each additional 100GB). Supports single-user data on up to 2 computers and can be "expanded" to include one external drive (not clear if there's a fee to do so). No apparent physical drive recovery via mail.
Professional: $8/mo or $88/yr, unlimited storage, each user can back up two computers and ONE external drive. No apparent physical drive recovery via mail.
Version History: No limits, user configurable
Deleted File Recovery: 90 days
BACKBLAZE: As noted, this is the service I've used for the last several years now. I've been very happy with it, and I feel Backblaze offers the best balance of features and affordability (especially when it comes to its included support for external drives).
Personal: $9/mo or $99/yr or $189/two yrs, limited to one computer. NO LIMIT on external drives. Free physical drive recovery via mail (when drive shipped back within 30 days).
Business (per computer): $9/mo or $99/yr or $189/two yrs, allows management of multiple computers, otherwise same as Personal plan.
Version History: One year, can be upgraded to lifetime for an additional fee
Deleted File Recovery: Falls under standard data retention, so one year or lifetime
Side-by-Side Comparison: Backblaze vs. Carbonite vs. CrashPlan
The following is a side-by-side comparison of the most comparable plans from each backup service (Backblaze Personal, Carbonite Plus, CrashPlan Professional).
Backblaze | Carbonite | CrashPlan | |
Cost | $9/mo or $99/yr | $11/mo ($132/yr) | $8/mo or $88/yr |
Free trial | 14 days | 30 days | 14 days |
No. of computers | 1 | 1 | 2 |
No. of external drives | Unlimited | 1 | 1 |
Recovery drive via mail | Free | Additional fee | Not available |
Version history | 1-year (default) Forever (added fee) | Up to 12 versions | Unlimited |
Deleted File Recovery | 1-year (default) Forever (added fee) | 30 days | 90 days |
Backup frequency | Hourly | Unknown | Every 15 minutes |
Mobile app | Yes | No | No |
There are plenty of other options, but these are the ones I see most commonly mentioned - especially in the photography space - and the ones with which I have the most familiarity.
My Personal Backup Workflow
Now, the irony of this post is that I don't necessarily follow the 3-2-1 rule... although I technically do. I also treat backups of various photography files a bit differently from one another.
Image files: My backup workflow begins from the moment I import new files into Lightroom
I import new files to my external SSD and to my internal C: drive
This ensures new files are initially backed up to OneDrive (via my C: drive) and Backblaze (via my external SSD)
I generally keep the files in both locations for a minimum of 30 days, or whenever I think to clean up my temporary, duplicate import files from the OneDrive folder on my C: drive
Catalog files: I have some extra processes in the mix to ensure my catalog is safe and secure
My Lightroom catalog folder and files are kept on my C: drive
Although many people don't recommend it, I allow these files to sync to OneDrive (OneDrive pauses sync on Lightroom catalog files while they are in-use, but some people have had issues in the past with using the service with Lightroom... I never have)
I generally create a backup of my Lightroom catalog at least once a week when prompted to do so upon exiting the app, or more often based on how much work I've been doing on editing images and/or metadata; I also have Lightroom set to save its catalog backups to my D: drive so they are not on the same drive as my working catalog
All files on my D: drive are backed up via Backblaze
I also regularly copy my catalog backup folder to another drive using Free File Sync
So, I kind of follow the 3-2-1 rule: I have my data saved in two locations (locally and in OneDrive or Backblaze), and I essentially achieve two goals at once by using cloud services as they count as a second location and an off-site copy. With versioning, I also feel confident that I have the redundancy needed to keep my data protected.
I've used this workflow for the better part of six years now, without issue.
That being said, I also have another, larger external drive awaiting use as an additional local copy of all my photography files, including my image files which are all stored on one of two external SSDs. That will then be backed up to Backblaze like any other external drive.
I am an affiliate for Backblaze, but they did not ask me to write this article and I'm not being compensated for it. I pay the normal price for the service. As an affiliate, I will earn a small commission on any purchases made via my Backblaze affiliate link. Doing so supports my work as a photographer and allows me to help others by producing content like this. I do not become an affiliate for products or services I don't personally use and recommend.
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