How do you backup and protect your field data?

1 Plan ahead

Prior to going out to the field, it is important to have a solid understanding of the data that needs to be collected, the amount of storage space required, and the available backup options. It is also essential to consider potential risks and challenges that could be encountered, such as power outages, weather changes, equipment malfunctions, or security threats. Taking all of these factors into account, a backup plan should be created that addresses how often and when data will be backed up, what devices and methods will be used, where the backup copies will be stored, how they will be verified and labeled, and how they will be transported and protected.

2 Backup on location

As soon as you capture some data, you should backup it to at least one other device, such as an external hard drive, a flash drive, or a cloud service. You should not rely on your camera or recorder's memory card as the only copy of your data, as it can be easily corrupted, lost, or stolen. You should also backup your data regularly and frequently, preferably after each session or scene. This way, you can minimize the risk of losing valuable data due to unexpected events or errors.

3 Verify and label your backups

After you backup your data, you should verify that the backup copies are complete and accurate. You can use software tools or manual methods to compare the original and backup files and check for any discrepancies or errors. You should also label your backup copies clearly and consistently, using a system that indicates the date, location, content, and format of the data. For example, you can use a format like YYMMDD_Location_Subject_Resolution. This will help you organize and identify your backup copies easily and avoid confusion or duplication.

4 Store your backups securely

You should store your backup copies in a safe and accessible place, away from your original data and equipment. You should also use protective cases or bags to prevent physical damage or exposure to heat, moisture, or dust. If possible, you should store your backup copies in different locations, such as your hotel room, your car, or your office. This way, you can reduce the chance of losing all your data in case of a fire, a flood, or a theft. You should also encrypt your backup copies if they contain sensitive or confidential information, and use passwords or locks to restrict access.

5 Backup after production

Once you return from the field, you should backup your data again to another device or service, such as a computer, a server, or a cloud platform. You should also delete any unnecessary or duplicate files to free up storage space and optimize performance. You should keep your backup copies until you finish editing and delivering your final product, and then decide whether to archive or delete them. You should also update your backup plan and evaluate your backup performance, and make any adjustments or improvements for your next field production project.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?