3-2-1 Backup Checklist

The 3-2-1 backup rule is simple yet powerful: Keep 3 copies of your data, on 2 different media types, with 1 copy off-site. Use this checklist to implement this proven strategy.

Total Copies

Original + 2 backups

Media Types

Different storage tech

Off-Site Copy

Cloud or remote location

Implementation Checklist

Identify Critical Data

List all business-critical files, databases, and systems that must be backed up.

□ Customer/client databases
□ Financial records and invoices
□ Project files and documents
□ Email and communications
□ System configurations

Set Up Primary Storage

Your working data on your main computer or server (Copy #1).

□ Organise files logically
□ Enable version control where possible
□ Document folder structure

Configure Local Backup

Set up automated backup to a different device (Copy #2).

□ Choose backup device (external HDD, NAS, etc.)
□ Install/configure backup software
□ Schedule daily automated backups
□ Test backup and restore process
□ Set up backup monitoring/alerts

Implement Off-Site Backup

Set up cloud or remote backup (Copy #3 - different media type).

□ Select cloud backup service
□ Set up account and encryption
□ Configure automatic synchronisation
□ Verify upload is working
□ Test cloud restore process

Verify Backup Integrity

Ensure your backups are actually working.

□ Perform test restore from local backup
□ Perform test restore from cloud backup
□ Verify file integrity and completeness
□ Check that recent files are included
□ Document restore procedures

Establish Maintenance Schedule

Regular maintenance ensures continued protection.

□ Weekly: Check backup logs for errors
□ Monthly: Verify backups are completing successfully
□ Quarterly: Perform full restore test
□ Annually: Review and update backup strategy
□ Update documentation as systems change

Pro Tips

Automate everything: Manual backups will eventually be forgotten
Encrypt sensitive data: Especially for off-site/cloud backups
Keep backup hardware separate: Don't store backup drives next to computers
Version control matters: Keep multiple versions to recover from ransomware
Test, test, test: Untested backups are just expensive placebos