Cloud sync is useful. A backup needs a recovery plan.

You delete a folder on your laptop, then discover that it has vanished from the cloud folder and your other computer too. The synchronization service may be doing exactly what it was designed to do: keep the same state everywhere.

That is useful for everyday work. It is not, on its own, a complete recovery strategy.

Synchronization follows changes

A sync service generally aims to keep selected files aligned across locations. New files, edits and deletions may propagate.

A backup is a recoverable copy kept for situations such as accidental deletion, hardware failure, corruption or an attack. Some cloud services include version history and recovery features, so there can be overlap.

The useful question is not whether a product calls itself “cloud.” Ask what you can restore, how far back you can go and what could prevent access.

Start with irreplaceable files

List what would be painful or impossible to recreate: family photographs, original videos, business records, source code, study notes and important personal documents.

Then check where those files actually live. A backup plan can miss a folder saved outside the default location or a project kept only on an external drive.

Separate important originals from files that can be downloaded again. This makes the first backup manageable and helps you prioritize storage.

Use the 3-2-1 idea thoughtfully

The familiar principle is to keep three copies, use two types of storage or devices, and keep one copy offsite. It encourages you to avoid a single point of failure.

For example, you might have working files on a computer, a backup on an external drive and another protected copy away from that location. The exact arrangement should suit the amount and sensitivity of the data.

The count alone is not enough. Three copies that can all be overwritten through the same compromised account may fail together.

Keep a copy beyond the incident's reach

The NCSC highlights the importance of offline backups and protection against changes to connected copies. An external drive permanently attached to an infected computer can be exposed to the same incident.

Disconnect removable backup media when the backup process is complete and safe to do so. For cloud backups, understand version retention, access controls and available protection against deletion or modification.

Protect the account used for recovery, including its second-factor and recovery settings.

Perform a small restore test

Choose a noncritical test file. Back it up, then restore it to a separate location. Open the restored file and confirm its contents.

Next, check whether an older version can be recovered if that is part of your plan. Record the steps somewhere accessible. A process you have successfully used is more reassuring than a green “backup complete” message.

Never delete your only copy merely to conduct a test.

Set a realistic schedule

Back up often enough that the amount of work you could lose is acceptable. A monthly backup may be fine for rarely changed archives but inadequate for a project edited every day.

Revisit the plan when your devices or storage services change. Recovery is the purpose of the backup. Copies, schedules and subscriptions are only useful when they lead to that result.