It happens without warning. Suddenly, access to personal data is interrupted by simple hardware failures, nasty viruses, cyber attacks, software malfunctions, accidental deletion, or human error. It is clearer than ever that our personal data is vulnerable.
Subscribe for free as a privacy and security advocate and as an editor behind the popular Cyberguy Report cyberguy.com/newsletterI have always emphasized the importance of personal responsibility when it comes to data security.
My number one recommendation to protect precious memories, important documents, and the mountain of personal data we accumulate is simple. Use your personal drive for backup.
Woman working on a laptop. (Kurt “Cyberguy” Knutsson)
Select the right backup tool
Spring is traditionally the time of cleaning, and this should also be extended to digital hygiene. Every year I thoroughly clean my personal data and make sure to back up documents, family photos and other irreplaceable items. Whether you use a Mac, PC, or even a Chromebook, there’s no such thing as a sense of security that comes from having a physical backup.
Man working on a laptop. (Kurt “Cyberguy” Knutsson)
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One of my favorite tools for this task is WD portable driveprovides 2 terabytes of storage. Easy to connect to your device via SuperSpeed USB 3.0, ensuring quick and efficient data transfer, and is fully compatible with Chromebooks. A reliable drive like this is a must. I use a different, similar WD model for my MacBook and PC.
Portable drive image. (Kurt “Cyberguy” Knutsson)
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Backup, unplug, then store the portable drive in a safe place
In addition to regular, continuous backups on the cloud or another drive, I use this WD drive that connects to your Mac, PC, or Chromebook as an additional copy of your important data that can be stored in a safe place away from hackers and other threats.
Man working on a laptop. (Kurt “Cyberguy” Knutsson)
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What to Back Up: Digital Checklist
When deciding what to back up from your computer, it is important to prioritize important and irreplaceable documents, files and memories. Here is a comprehensive list to consider:
1. Personal documents: Includes items such as birth certificates, passports, social security cards, marriage certificates, wills and other legal documents.
2. Financial records: This category should cover bank statements, tax returns, investment records, and other financial documents that are essential for personal recordkeeping and legal compliance.
3. Photos and Videos: Family photos, holiday videos, special events such as weddings and graduations, and other personal memories that cannot be recreated.
4. Work and Educational Documents: If you use computers for work or school, please back up important projects, research papers, presentations and related communications.
5. Email: Some emails may contain important information, agreements, or attachments that you need to refer to. Consider backing up or archive important emails.
6. contact address: Digital address book backups can save you a lot of trouble if you lose access to your device.
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7. Music and Media Collection: By backing up these files for those who collect music, movies and books digitally, you won’t lose your collection.
8. Software and App Data: Back up your frequently used app settings and data, especially when it helps you manage your schedule, finances, or health.
9. Website Bookmarks: If you rely on bookmarks to efficiently navigate the internet, backing them up will save you time if you need to restore or switch to a new device.
10. Save and profile your game: If you are a gamer, backup your game’s savings and profiles will prevent loss of progress in the event of a system failure.
11. Creative work: Includes your writings, artwork, design files, coding projects, or other personal or professional creative works.
Woman looking at the phone while working on laptop. (Kurt “Cyberguy” Knutsson)
Several additional steps to consider to keep your data safe
Adopts a 3-2-1 backup strategy: Keep three copies of your data: the original, a backup of another device, and the third copy will be saved offsite or in the cloud. This approach provides robust protection against data loss.
Implementing two-factor authentication (2FA): Enhance your account security by enabling it 2FA, Reduces the risk of unauthorized access by requiring additional verification steps beyond the password alone.
Regularly updated and patch systems: Keep your operating system and software Latest To address vulnerabilities that cyber threats could exploit.
Uses powerful antivirus software: Install a trusted anti-virus software solution to prevent ransomware, viruses, and malicious attacks that can damage your files. Get the best 2025 Antivirus Protection Winners picks for Windows, Mac, Android and iOS devices.
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Update your password for better security: One of the most important steps to protect your data is to regularly update your password to prevent unauthorized access. Here’s how to do it effectively:
- Use the password manager – Instead of relying on memory, use something you can trust Password Manager I like to generate and store complex passwords.
- Enable two-factor authentication (2FA)) – Add an additional layer of protection by requiring a secondary verification method, such as one-time code via SMS or Authenticator apps.
- Create a unique password – Do not reuse your passwords on multiple accounts. Each password must be at least 12 characters long and contain a mix of uppercase, lowercase, numbers and symbols.
- Check the compromised password – Use a service with password violation detection. Some services ICheck if the saved password is leaked and include a data breach scanner that suggests updating.
- Change the default router and device password – If you still use your default login credentials for your Wi-Fi router, smart home device, or online account, please update immediately to prevent security risks.
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By updating your password along with other spring cleaning security measures, you significantly reduce the risk of cyber threats and unauthorized access to sensitive data.
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Important takeouts in your cart
Taking a few minutes to protect your data and devices today will save you time in tomorrow’s frustration, heartache and financial losses. Regular backups and reliable antivirus software work together to protect your digital life. Remove the backup drive when finished and store it in a safe place. This is a small step that makes a big difference.
What is your “data disaster” story and what lessons have you learned about digital backups since then? Write us and let us know cyberguy.com/contact
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