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.
As an advocate for Privacy and Security and the editor behind the popular Cyberguy Report, which can be subscribed for free at Cyberguy.com/newsletter, I 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.
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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 the WD portable drive, which offers 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 that may be difficult or take time to exchange.
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, vacation videos, special events such as weddings and graduations, and other personal memories that cannot be recreated.
4. Workplace and Educational Documents: If you use computers for work or school, 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: 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: Backing up these files for those who collect music, films and books digitally will not 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 new devices.
10. Game Saving and Profile: For gamers, backup game savings and profiles can help prevent loss of progress in the event of a system failure.
11. Creative Works: Include text, artwork, design files, coding projects, or other creative works, whether personal or professional.
Woman looking at the phone while working on laptop. (Kurt “Cyberguy” Knutsson)
Several additional steps to consider to keep your data safe
Adopt a 3-2-1 backup strategy: Make sure to maintain three copies of your data: the original, the backup of another device, the third copy will be saved offsite or in the cloud. This approach provides robust protection against data loss.
Implement two-factor authentication (2FA): Enhance account security by enabling 2FA and requires additional verification steps beyond the password, thereby reducing the risk of unauthorized access.
Update and patch your systems regularly: Keep your operating system and software up to date to address vulnerabilities that cyber threats can exploit.
Use powerful antivirus software: Install a trusted antivirus 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 update your password regularly to prevent unauthorized access. Here’s how to do it effectively:
Use a Password Manager – Instead of relying on memory, use a trusted password manager to generate and store complex passwords. Each password must be at least 12 characters long and contain combinations of uppercase, lowercase, numbers, and symbols. Some services include data breach scanners that check for leaked passwords and suggest updates. Change the default router and device password.
For more information about my best expert reviewed password managers of 2025, click here.
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? Please let us know at cyberguy.com/contact
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