Backups are one of those things you only take seriously after you experience serious data loss and realize the cost, monetary and otherwise, of losing files. In my case, I started thinking very hard about backups last year when a new hard drive in my MacBook died after a few weeks. I even had a backup, but it was incomplete and a month out of date. It was then I realized that my backup approach was haphazard, and not indicative of how important my data was to me.
Now I’ve decided that a good way to approach the problem is to imagine that one morning, you boot your computer and all of your files are gone. How much would you pay to get your data back? $100? $500? $1000? Without a backup strategy, you might find that when a thief or a malfunctioning disk head separates you from your data, no amount of money will bring it back. Only with some amount of planning can you have any control over how much data recovery will cost.
The types of failure modes you may have to deal with include:
- Catastrophic hardware or software failure: Your hard drive, computer, or software suddenly and without (much) warning destroys some or all of your data. Moreover, it is obvious when this failure happens, so you can take immediate action. This is probably the most common failure, and is the first thing to be addressed by a backup system.
- Theft: Someone steals your laptop, or breaks into your house and steals your computer.
- Physical Disaster: Fire, flood, dropping your laptop on the pavement, backing over it with a car, etc.
- Silent corruption: Malfunctioning software or hardware might corrupt data too slowly for you to notice immediately.
- User Failure: This is when you accidentally delete a directory, overwrite an important document, or otherwise make some kind of localized, preventable mistake.
Combating these problems require balancing a number of backup tradeoffs:
- Frequency: How often you backup determines the amount of recent data you will lose when a disk fails.
- History: The number of backup revisions you save determines how quickly you need to discover the data loss. Disk failure and natural disasters are immediately obvious, but silent corruption, and even user failure, might take a while to identify.
- Distance: The further away your backup media is from your computer, the less correlated backup failure is with the data loss event. Hard drive failure is very localized, but a thief will steal your entire laptop bag, including the backup drive in the side pocket. Fire can potentially destroy all devices (backup and computer) in your home, or even a larger area.
- Convenience: You are more likely to backup if it is fast and easy to do. You also want to be able to restore your files quickly and get back to work.
It is interesting to note that there is interplay between these factors. High frequency backups need to be paired with deep history, or you will not be able to recover from silent corruption and some kinds of user failure. Distance and convenience are usually inversely related. Online backups put the storage media very far away, but can be less convenient to restore due to limited network bandwidth.
After balancing these factors, I have some suggestions for people with Mac laptops or desktops. You should consider these stages, stopping whenever you hit the value limit of your data. That is, stage 1 is the most important, then stage 2, and finally stage 3.
Stage 1: Bootable External Hard Disk (~$150)
Buy an external 3.5″ Firewire hard disk that is at least as big as the hard disk inside your computer. For most people, this should cost no more than $100-$150. I suggest Firewire since all Macs in the last 5 years can boot from an external Firewire disk. Intel Macs can now boot from USB 2.0 disks as well, but Firewire in my experience still performs better. Don’t skimp on the size either! Disks are cheap these days, so there is no excuse for not backing up your entire computer.
Purchase SuperDuper! for $28, or download Carbon Copy Cloner. CCC is free, but I haven’t tried out version 3.0, so I can’t comment on whether it has solved the usability problems with 2.0. I know SuperDuper! works, so that’s why I still recommend it.
Now use SuperDuper! (or CCC) to make bootable, full disk backups of your computer. Both programs have backup modes which quickly refresh the backup by only copying changed files. After your first backup, later backups will probably only require 20-30 minutes to complete. Most importantly, if your disk fails, you can boot your backup and keep working while you replace the hardware. If the whole computer is shot, you can boot your backup disk on another Mac and still keep working. This is also a great thing to have when you perform major software upgrades.
A bootable, full disk backup is easy to do, and covers probably 80% of possible problems. You should keep the disk close to your computer desk, but only plug it into the computer during the backup. This will isolate the backup media from transient software problems, or other bugs, that might affect disks connected to the computer.
Stage 2: Online Backup ($60 + friends, hopefully free)
The two major problems with the bootable disk backup is a lack of history, and a lack of distance. Without history, you can only recover files damaged since your last backup. That is sufficient in the case of sudden disk failure, but not so good when you realize you corrupted your photo database a week ago. And, if you keep your backup disk nearby for quick and easy backups, disaster may strike both your computer and backup disk at the same time.
To mitigate both of these risks, I’ve concluded that online backups provide a sensible tradeoff. In particular, CrashPlan has impressed me with an attractive, simple, cross-platform program that does almost exactly what I want in a backup utility. Unlike some other online backup utilities, CrashPlan lets you save your backup data (in compressed and encrypted form) on their servers and/or your friend’s computers. They don’t even have to pay for the program if they just store backups for others. You only buy licenses for computers that you actively backup. Note that only the $60 version of the program supports any kind of version history, which I consider essential in this case.
You should check out the feature details. Perhaps the smartest feature is the emphasis on diverse backup destinations. If you save your data on several friends computers, you don’t have to worry so much if one of them happens to be offline when you need a backup. Additionally, when restoring, the software can stream your data from several sources at once, so if you have lots of friends, your restoration will go faster. Of course, if you want at least one stable, always available backup destination, you can store data on the CrashPlan server for $0.10/GB/month, with a $5 minimum.
So in stage 2, the recovery strategy is: backup your entire computer to the bootable external disk, and continuously backup your irreplaceable files (documents, photos, etc) with CrashPlan to your friend’s computers. Then, if your hard disk dies, you first go to backup disk, and supplement with the more recent files saved online. If your external backup disk is stolen/destroyed/lost, then at least you can recover your irreplaceable files, even if it means you are having to download them for a week.
(Aside: I haven’t yet decided how to fit Time Machine in 10.5 into this strategy. Time Machine provides revision history, but requires an external drive plugged into your computer. That doesn’t provide any backup distance, and it isn’t clear how this will work with a laptop, where I don’t want to have any disks plugged in most of the time.)
Stage 3: Offsite External Backup Disk ($100)
This extension is pretty simple: Buy a second external disk, and do a full, bootable backup to it once a month. Store the disk somewhere away from your computer and home, like at school or work. Then, if your main backup disk is destroyed or stolen, you can still retrieve the offsite backup disk, and then supplement it with the last month’s worth of files from the online backup.
Conclusion
After reaching stage 3, I decided my paranoia had been satisfied. There is a clear recovery plan for all likely failure scenarios, and the cost is very reasonable. Nominally it only requires $300 for this kind of peace of mind, but it can even be cheaper if you have some spare disks laying around (as I did) that you can put into external Firewire enclosures. Considering how much of my work (and leisure) involves my laptop, I consider $300 a pretty reasonable price for my data.