Backup or synchronization - what protects your files?

A file on two devices is not always a safe backup. Find out what synchronization is passing and how to check if you can actually retrieve something.

Synchronization keeps locations equal

If you change a file into a synchronization folder, that change will usually end up in the other linked locations. This is useful when you start on your laptop and continue later on your desktop. But also a removal or unwanted change can be passed on. Two visible copies do not mean that you still have an older, good version.

With OneDrive changes and deletions between your PC and the online storage can be synchronized. Syncing exchanges files between linked devices. Those different settings do not change the main question: what happens when you accidentally delete a file?

Backup should allow recovery

A backup is meant to recover data after an error, failure or loss. For that, it is important what moments you save, how long those versions remain available and whether the storage itself remains accessible. An external drive that hangs constantly on the same computer can be hit by the same incident. A copy outside that computer doesn't protect you from anything if you no longer have access to the account or key.

Therefore, distinguish between current working copies and retained recovery points. Also think of documents that are not in the usual folders: a local email archive, project files, browser profiles or an accounting database can have a separate location.

Choose what you want to be able to recover

Would you like to return a document overwritten yesterday? Save multiple versions.
Do you want to continue after a defective laptop? Save a copy outside that laptop.
Do you want to continue after loss of an external drive? Keep another independent copy.
Do you want to restore an encrypted archive? Also keep the key or recovery data secure.

Programmes such as Duplicati and Kopia are focused on backups with recovery capabilities. FreeFileSync can compare and synchronize folders, but the selected settings determine whether previous or deleted files are saved. Read those settings; the program name alone does not tell what your command does.

Perform a small repair test

Create a test document with identifiable content.
Run your backup and make sure it is successful.
Change the test document and have a new recovery point created.
Restore the first version to another folder.
Open the recovered file and compare its contents.

Also test a larger file and a multi-part folder, for example a project with images. Recovering to another folder will prevent you from overwriting your current work during the trial.

Check your cover every now and then

A green check mark usually says that a command has been completed, not that all important locations have been selected. If you add a new app or working directory, check that it is also included. In addition, check whether the storage is not full and whether old versions are expected to be saved. A small, regularly tested backup is more useful than an impressive schedule that you have never returned.