Backing Up Your Files Protects You From Accidental Deletion

If you’re storing important documents without a backup, you’re risking data loss. Don’t make the mistake of assuming your files are safe. This guide shows you how to back up your important documents using SecureCloud, New Zealand’s secure cloud storage service.

Backing up your files protects you from accidental deletion, device failure, and ransomware. SecureCloud keeps your data local, encrypted, and accessible anytime. This article walks you through practical steps to back up your documents effectively.

Why you need a backup

Hard drives fail. Devices get lost. Ransomware attacks increase each year. In 2024, New Zealand businesses reported over 3,000 ransomware incidents affecting file access. Without a backup, these incidents can be devastating.

SecureCloud ensures your documents stay safe, even if your computer is lost or damaged. You control who can access the files and how long copies are retained.

Step 1: Identify important documents

Start by listing the files you cannot afford to lose. Include: • Tax returns and financial records • Contracts and legal documents • Client or customer data • Personal records like IDs or certificates

Example: A small accounting firm separates client tax files and employee payroll data into “critical” and “reference” categories before backing them up.

Avoid backing up unnecessary files to save storage costs and reduce clutter.

Step 2: Organise your files

Create a folder structure before uploading to SecureCloud. This simplifies retrieval.

Suggested structure: • Finance • Legal • Clients • Personal

Example: A graphic design studio creates folders for “Projects_2025” and “Templates” to keep current work separate from reusable assets.

Consistent file naming prevents confusion and speeds up searches later.

Step 3: Install SecureCloud Drive Sync

Download and install SecureCloud Drive on your computer. This tool keeps your local folders synced with SecureCloud automatically.

Example: You store all tax documents in a local “Finance” folder. SecureCloud Drive syncs these files automatically to the cloud every time you save a change.

Syncing avoids manual uploads and ensures your backup stays current.

Step 4: Upload files manually (optional)

If you prefer not to use sync, upload files directly through the SecureCloud web interface. Drag and drop folders into the correct location.

Example: You back up 50GB of scanned contracts by uploading them in batches. Once uploaded, you can organise folders and verify all files are present.

Manual upload works well for one-off backups or when handling sensitive files.

Step 5: Enable versioning

SecureCloud supports file versioning. This keeps previous versions of documents in case you make mistakes or need older copies.

Example: A lawyer edits a contract repeatedly. SecureCloud keeps each version for 30 days, so they can restore an earlier draft if needed.

Versioning prevents accidental overwrites from causing permanent data loss.

Step 6: Set permissions

Decide who can access your backups. Limit access to essential users only.

Example: HR files stored in SecureCloud are only accessible to HR staff and management. Other departments cannot view or edit these files.

Restricting access protects sensitive data from internal or external leaks.

Step 7: Test your backup

Verify a few files to confirm the backup works. Open documents, spreadsheets, and PDFs directly from SecureCloud.

Example: A photographer checks 20 random RAW image files after uploading 1TB of photos. All files open correctly, confirming a successful backup.

Testing ensures your backup is reliable when you need it most.

Step 8: Schedule regular backups

Backups are not one-off tasks. Set up a schedule to sync new or updated files automatically.

Example: Small businesses back up their finance and client folders every night. Employees know that any changes during the day are saved automatically.

Scheduled backups reduce the risk of losing important data between manual uploads.

Step 9: Enable two-factor authentication

SecureCloud supports two-factor authentication (2FA). This adds a layer of security beyond your password.

Example: When logging in, you enter a code from your phone or email. Even if your password is stolen, attackers cannot access your documents.

2FA protects your data from unauthorised access.

Step 10: Keep local copies

While SecureCloud keeps your files safe, maintaining local copies adds redundancy. Store them on a secure external drive or encrypted USB.

Example: A small business keeps a monthly snapshot of critical files on a local NAS, in addition to SecureCloud backups.

Multiple backup locations reduce the risk of total data loss.

Benefits of backing up with SecureCloud

• Data stays in New Zealand, under local privacy laws • End-to-end encryption prevents unauthorised access • Automatic syncing keeps backups current • Versioning allows file recovery • Local support provides immediate assistance

Backing up your files protects your business and personal data from accidents, attacks, and hardware failures.

Practical scenario

A Christchurch law firm backs up 500GB of case files using SecureCloud:

1. Folders organised by client and case type
2. SecureCloud Drive set to sync automatically
3. Versioning enabled for critical contracts
4. Team access restricted to relevant staff
5. Local copies stored on encrypted external drives

The firm experiences a hardware failure. Files remain accessible and intact on SecureCloud. Staff continue working without interruption.

Tips for effective backups

• Clean up old or duplicate files before backing up • Name files consistently • Separate personal and business documents • Verify uploads periodically • Update your backup schedule as needed

Following these practices reduces clutter, keeps your backups organised, and ensures quick recovery when needed.

Conclusion

Backing up your important documents protects you from data loss. SecureCloud keeps your files local, encrypted, and accessible from anywhere.

With SecureCloud, you control your data, limit access, and schedule automatic backups. Protect your documents today and prevent costly mistakes tomorrow.