Yes, I know it’s a subject no-one likes to think about, let alone do something about
I feel that I walk a narrow line with a lot of my computer support clients between nagging them and ignoring something that I know is important – backups.
It’s easy enough for Mac users. Just set up the Time Machine and you can more-or-less forget about it (except that Time Machine won’t protect you against ransomware. Yes, that’s right, Macs are now vulnerable to ransomware – see this article from Malwarebytes on ransomware). For PC users, however, there is no simple, obvious way to “set and forget” a backup routine. The “File History” option in recent versions of Windows is a start, but it’s simplistic and very much a work-in-progress for anyone whose data filing is any more complicated than using the predefined libraries (Documents, Pictures, Music etc).
My own backup system has always been rather ad hoc, with lots of redundancy built in. The word “redundancy” in this sense means that there are different ways of achieving the same end. Any one method can fail without stopping the other methods from working. In this sense, redundancy is very definitely a good thing. It can help to give you cover, for instance, against those occasions when you try to open a backup drive and discover it’s dead (not a nice experience if you are trying to access your only source of backups).
A few months ago, though, I decided that it’s time to go on the hunt once more for a solution that’s good enough that I would trust it – both for myself and for my clients. The difficulty with backup solutions is that there is a constant tension between ease-of-use and flexibility. The more you have of one, the less you tend to have of the other.
Anyway, I came across a name that seemed familiar – Cobian. I remember that this was a backup solution that I used to use for myself and my clients in the past (5, 10, 15 year ago?) but, for some reason that escapes me, have stopped using. I do remember that it was a bit of a pig to set up. That’s probably why I didn’t use it for all my clients. On the other hand, I can also distinctly remember at least one occasion when it definitely did save a client’s data. I’d set it up for her and she’d just left the external drive connected and let it do its thing for, I don’t know, a year or two I think. And then she had a hard drive crash and her data (and my reputation) were on the line. Cobian had been working perfectly all the time. I installed a new drive, then Windows and her programs, and then restored all of her data from the Cobian backup on the external drive. No problem.
When I re-acquainted myself with Cobian last year I found that it’s now got a much simpler interface – but still with all the flexibility that’s needed. I set it up doing different routines on two different machines and it has worked flawlessly for about three months. It even flawlessly backs up files that are open at the time the backup takes place (eg Outlook data file and Evernote database).
It still has a complexity in setting up that some users might find daunting, but my experience of the last few months has given me the confidence now to recommend it for any Windows user looking for a solution that needs more flexibility than the inbuilt File History. I would be happy, of course, to set it up and configure it to your needs (probably half an hour or so).
If you think that your data is safe from disasters because you use cloud services – and especially if you think you are safe from ransomware because it’s “all in Dropbox” or “all on OneDrive” – then you should be aware that files encrypted by ransomware can over-write your (unencrypted) cloud copies. If you use free versions of cloud services there is every chance that previous (unencrypted) copies of files will not be available in a crisis. Peronally, I wouldn’t risk it: one of the things that Cobian backs up for me locally is a copy of my OneDrive and Dropbox folders. Some of those backups are then held “offline” (ie the drives are only connected to my system at the time that Cobian is doing the backup). Ransomware can not encrypt files on drives that are not connected to your system at the time of the attack.
I’m not one for new year resolutions, but if you are thinking of making one this month then sorting out a backup system would be a good one.