Photo: boonchai wedmakawand / Moment via Getty Images

As photographers, one of our worst fears is discovering a failed hard drive or dead computer, resulting in losing countless photographs. Unfortunately, backing up images is an afterthought for many, putting those files at risk. If you fall in that camp, it may be time to consider how to revamp your backup process to protect your images.

The 3-2-1 rule has become the gold standard for photo backup, offering a safe method for keeping your work safe. Here's what you need to know about this method of backup.

What is the 3-2-1 rule?

Photographer Peter Krogh is typically attributed with coming up with the 3-2-1 rule nearly two decades ago. He wrote about his method in his 2009 book The DAM Book: Digital Asset Management for Photographers. While digital storage has changed drastically since then, the general principle remains relevant.

The backup method explains that you should have three copies of your files. Files should be stored on two different types of media, and one copy should be kept offsite. Following that process helps to protect your files from hardware failure and physical disasters like fire or theft.

Components of the 3-2-1 rule

Each number of the 3-2-1 rule refers to a separate component in the backup process. Here are the different parts you should be aware of.

Three copies

You should have three copies of your files for the utmost protection, though they shouldn't all be on the same media type. Photo: Mitchell Clark

The first number of the rule says that you should have three copies of your data. It's important to have three copies so that if something happens to your main storage, you have additional backups. While it isn't likely that two backup sources are damaged, it is possible, and a third gives you an extra layer of protection.

Your primary computer can count as one copy, which may work when you first start out. However, you will likely eventually have far too much to store on a computer, so you'll need another backup option at some point.

Two types of media

Of your three copies, you should use at least two different types of media instead of two separate devices of the same kind. Using different media diversifies the risk, thus lowering the chances of failure for both options.

There are many different types of media at our disposal these days. You could opt for one copy on hard drives and one in the cloud, or you could opt for a Network Attached Storage (NAS) system and portable SSDs. The important thing is to have two distinct systems that you keep updated.

One offsite

Image: Andriy Onufriyenko / Moment via Getty Images

Finally, one copy of your files should be stored offsite. Storing a backup of your work in a different location from your other two helps protect against risks like theft or natural disasters. After all, if all of your backups are stored in your home and a fire comes through, all of your work will be gone, no matter how many physical copies you have on hand.

When thinking about an offsite version, it's useful to understand the difference between an offsite copy and an offsite backup. A proper backup is a structured, versioned process that allows for data recovery of the original files. It protects against loss, corruption, accidental deletion and more and allows you to essentially go back in time. DPReview editor Mitchell Clark once had his extensive library of photos saved because he had them all backed up to Backblaze, a cloud backup service he often recommends to friends and family.

"A proper backup is a structured, versioned process that allows for data recovery."

On the other hand, a copy is simply a duplicate saved elsewhere that lacks a version history. Cloud services like Google Drive and Dropbox aren't considered proper backups because they only sync files rather than providing a robust, versioned archive. Those platforms are still vulnerable to ransomware, accidental file deletion or overwriting with the wrong versions. They are fine in a pinch and as a temporary solution, but be aware that they are not intended to serve as true backups.

You may also be tempted to use a hard drive kept at a separate location as your offsite copy. This could work as a limited short-term solution, but shouldn't be used long-term. It's very common to plug a hard drive in only to find that it's dead, as I learned the hard way years ago. There are optical media options, such as M-Disc, which are designed to last a really long time and can hold up to 100GB each, but standard hard disk drives are not considered safe for long-term backup.

Protect your files

Photo: Mitchell Clark

The 3-2-1 rule certainly sounds simple on paper, but implementing a robust backup system can be time-consuming and overwhelming. However, the earlier you put this method into practice, the easier it will be, and the less you'll have to worry about losing your hard work. And if you can find ways to automate it to reduce the risk of human error, all the better.