J•D SBS • 14.23+OPS1

This ops manual describes how to configure your backups.

Frequency
Step 1: Understand where your data is stored
Step 2: Decide your 3-2-1 strategy
Step 3: Configure your backups
Step 4: Test your backups
Ask for help

Frequency

You should only need to configure your backups once.

But if your setup changes (you get a new computer, or you move where your data is stored), you will need to re-configure your backups.

Just as important is testing your backups. This must be done more frequently. Refer to 14.23+OPS2 Monitor and test your backups.

Diagram

---
  config:
    theme: light
  ---
  flowchart TB
    start["Start"]
    start@{ shape: start}
    step1["`**Step 1:
      Understand where your data is stored**`"]
    click step1 "#step-1"
    start --> step1
    jdex["_Make a note in your JDex_"]
    step1 -.-> jdex
    jdex@{ shape: card }
    step2["`**Step 2:
      Decide your 3-2-1 strategy**`"]
    click step2 "#step-2"
    step1 --> step2
    click step2 "#step-2"
    step3["`**Step 3:
      Configure your backups**`"]
    click step3 "#step-3"
    step2 --> step3
    step3 -.-> jdex
    step4["`**Step 4:
      Test your backups**`"]
    click step4 "#step-4"
    step3 --> step4
    lost["Lost, confused, or sad? Ask for help!"]
    step4 --> lost
    stop["Stop"]
    stop@{ shape: stop }
    lost --> stop

---
  config:
    theme: dark
  ---
  flowchart TB
    start["Start"]
    start@{ shape: start}
    step1["`**Step 1:
      Understand where your data is stored**`"]
    click step1 "#step-1"
    start --> step1
    jdex["_Make a note in your JDex_"]
    step1 -.-> jdex
    jdex@{ shape: card }
    step2["`**Step 2:
      Decide your 3-2-1 strategy**`"]
    click step2 "#step-2"
    step1 --> step2
    click step2 "#step-2"
    step3["`**Step 3:
      Configure your backups**`"]
    click step3 "#step-3"
    step2 --> step3
    step3 -.-> jdex
    step4["`**Step 4:
      Test your backups**`"]
    click step4 "#step-4"
    step3 --> step4
    lost["Lost, confused, or sad? Ask for help!"]
    step4 --> lost
    stop["Stop"]
    stop@{ shape: stop }
    lost --> stop

Step 1

Understand where your data is stored

To begin, you need to understand where your data is stored. Otherwise how do you know what to back up?

Depending on the size of your business, your data is likely on:

at least one computer, maybe more,
a ‘server’ or similar centralised storage device,
a cloud service such as Dropbox or OneDrive,
external hard drives.

Johnny’s blog post might help you think about this. If you need a hand, just ask.

Rule: If in doubt, back it up twice

The same data might exist on multiple computers. For example, in a shared OneDrive folder on two laptops.

Don’t worry about backing it up twice. It might cost extra money. This isn’t worth thinking about.

And if you try to exclude this data from one backup to save space, now you’re adding complexity.

Action: Make a note in your JDex

When you’ve located all your data, write some JDex notes. If you ever need these backups, it will be stressful. Help your future self remember what you did. It pays to keep good records.

Remember that data synchronised to a cloud service is not a backup.

Step 2

Decide your 3-2-1 strategy

The accepted standard for backups is to have:

3 copies of your data (including the original),
on 2 different devices,
1 of which is off-site.

Practically, we can implement this as follows.

---
  title: 3-2-1 strategy
  config:
    theme: light
  ---
  flowchart TB
    subgraph sub-onsite["On-site backup"]
      primary["`Primary data
        (your computer)`"]
      primary@{ shape: doc }
      onsite["`On-site backup
      (HDD/NAS)`"]
      onsite@{ shape: doc }
    end
    subgraph sub-offsite["Off-site backup"]
      offsite["`Off-site backup
      (Backblaze)`"]
      offsite@{ shape: doc }
    end
      subgraph sub-cloud["_Not a backup!_"]
      cloud["`Cloud sync`"]
      cloud@{ shape: doc }
    end
    style sub-cloud stroke-width:1px,stroke-dasharray: 9 9
    style cloud stroke-width:1px,stroke-dasharray: 9 9
    primary --> onsite
    primary ---> offsite
    primary <-.-> cloud

---
  title: 3-2-1 strategy
  config:
    theme: dark
  ---
  flowchart TB
    subgraph sub-onsite["On-site backup"]
      primary["\`Primary data
        (your computer)\`"]
      primary@{ shape: doc }
      onsite["\`On-site backup
      (HDD/NAS)\`"]
      onsite@{ shape: doc }
    end
    subgraph sub-offsite["Off-site backup"]
      offsite["`Off-site backup
      (Backblaze)`"]
      offsite@{ shape: doc }
    end
      subgraph sub-cloud["_Not a backup!_"]
      cloud["`Cloud sync`"]
      cloud@{ shape: doc }
    end
    style sub-cloud stroke-width:1px,stroke-dasharray: 9 9
    style cloud stroke-width:1px,stroke-dasharray: 9 9
    primary --> onsite
    primary ---> offsite
    primary <-.-> cloud

On-site backup

An on-site backup usually means a hard drive plugged in to a computer. Or maybe something fancier like a NAS.

Either way, this is a copy of your data that is in the building. It’s your primary backup and its main benefit is speed. Copying to/from a plugged-in hard drive is much faster than to the cloud.

Macs come with Time Machine, I recommend using it.

I do not recommend Windows Backup. It doesn’t create a true on-site backup, it’s more like a Recycle Bin in the cloud. Better than nothing, but not ideal.

I’ve tested Duplicati, which looks good. Ask in the community if you need help.

Off-site backup

You also need an off-site backup. Because if there’s a fire, both your laptop and on-site backup will burn.

The hope is that you never have to use this. But if you do, you’ll be happy to have it.

A cloud service like Backblaze is the simplest way to do an off-site backup. We use and recommend it.

Cloud sync

For completion, the diagram shows data synchronising to a cloud service (e.g. iCloud Drive, Dropbox, OneDrive).

Having another version of your data here is great. But please don’t treat it as a backup. It isn’t.

Step 3

Configure your backups

This might sound daunting. But we’ve recommended backup services that have essentially no configuration.

To configure Time Machine, plug a new hard drive in to your Mac. It will ask if you want to use it for Time Machine. Say yes.

To configure Backblaze, just install it. By default it will back up all the data on your computer and any hard drive you physically plug in to it.

Backblaze does not back up network (‘shared’) drives. Only drives that are plugged in directly.

Configuring Windows backup software is unfortunately more complex. There are many options and I haven’t tested them enough to provide instructions.

Ask in the community if you need help. And when we reach a consensus on the best option, I’ll document it here.

Action: Get a sanity check

There’s nothing worse than thinking you have a backup, and not realising it’s configured wrong.

So go find an IT nerd and ask them to give you a sanity check. Or tell us what you’ve done in the community.

Action: Make a note in your JDex

Now that your backups are configured, write yourself some notes. These things mostly run in the background, so it’s easy to forget what you did.

Step 4

Test your backups

The best sanity check is testing that your backups work. And this is something you must do regularly.

We have an ops manual for this: 14.23+OPS2 Test your backups. Let your backups run for a day or two, then test them. Schedule time to do this now.

Ask for help

If you’re lost, confused, or sad, please ask for help. Use the links below to jump to the relevant section of the forum or Discord.

+OPS1

Configure your backups

+OPS1 Configure your backups

Table of contents

Frequency

Diagram

Step 1

Rule: If in doubt, back it up twice

Action: Make a note in your JDex

Step 2

On-site backup

Off-site backup

Cloud sync

Step 3

Action: Get a sanity check

Action: Make a note in your JDex

Step 4

Ask for help

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