From Lost Files to Peace of Mind

Crafting Your Ultimate Backup Blueprint for Creatives

I suppose everyone has a story about how they lost their files; it doesn’t have to be a designer; anyone who works with computers will have a story to tell. Backing up is something you delve into after you lose something a couple of times. For a photographer, graphic designer, or retoucher, one of the most brutal blows in the realm of work is perhaps realizing that the photos you've taken and, more importantly, the hours spent meticulously retouching them have vanished into thin air when you open your computer one morning. It's all part and parcel of working on a computer. And like most people, I hate to redo something I’ve done before.

Today, I'll share the backup system I use, but as I mentioned earlier, this method is one of many. Just like in mathematics, there can be multiple solutions to a problem.

First, let's list potential disaster scenarios:

• A mechanical or electrical failure in the hard disk or SSD
• File corruption during read & write process
• Theft
• Disaster (Fire, earthquake, etc)

Backing up is crucial in case of disk issues, but in scenarios like theft or fire, storing backups in the location increases the likelihood of losing everything. Therefore, it's essential to diversify backup locations.

The most likely and common scenario is the failure of your primary hard disk. Each disk has a specified read/write lifespan and every operation you perform on the disk chips away at this lifespan. While the lifespan isn't short, you're consuming it rapidly if you regularly take and process images. Additionally, there's a bell curve situation; your disk might unexpectedly fail earlier than anticipated.

To improve both computer performance and mitigate potential damages, it's best to separate each function into different partitions:

1. Partition for the operating system and programs

2. Partition for storing raw files (RAW)

3. Partition for storing processed files

4. External hard drives or NAS drives connected to your computer

I'll explain how I handle this, but there may be better fits for some. Moreover, there needs to be a perfect solution, especially if you're not keen on investing significant sums. My computer's operating system and Photoshop are installed on the internal SSD drive.

As for raw files, I keep them away from the computer altogether. The RAW files are stored on an external RAID. At this stage, unedited and working files are stored on this RAID drive. The advantage of this solution is that there are two identical disks inside this external device, and simultaneously, the duplicate files are written on both disks. So if one disk fails, the duplicate files exist on another disk, which decreases the chance of data loss due to disk failure.

At this point, we minimized our risk for disk failure as the failure of both disks at the same time is at a minimum. However, if the file gets corrupted while saving, that corrupted file will be saved on both disks, and a single file can be lost. The solution for this will be backing up saved files. Let's say keeping the last five versions. For this purpose, I'm using software running on my Mac: Chronosync. This software copies a certain number of versions onto another location, network connected, or wire connected.

For that purpose, I'm using a Synology NAS server. The advantage of Synology NAS servers is that they also work as a RAID disk. If one disk fails, you can buy and insert a new disk; it will repair itself and work as if nothing has happened. So, every 15 minutes, any file that has changed will be copied onto this NAS (network-based storage server), and the last five versions of the file will be kept on this server.

Time machine backup of the Mac is also stored on this Synology disk. Also, any files that are not regularly used are kept on Synology. Synology is a high-end solution that will provide solutions that will surprise you, solutions that you were not aware you needed. For example, all my smartphone photos are backed up on Synology instead of iCloud. So Synology Solutions offers your private cloud solution.

Once I deliver files and after 1-2 months of the project, I prefer to move my approved working files and RAWs to the HDD disks and move them to my library.

There's no point in keeping them on the RAID disks once the work is done, I save them onto an HDD disk using a device called a "toaster" (HDD docking station) located abroad. You insert the disk into this device, and it's recognized as an external disk via USB. When the disk fills up, you assign it a number and archive it. It's the most cost-effective and practical solution.

What is my weak point? All my files are located in the same place. So, if a disaster happens, I lose everything. My computer, backups, everything. The solution would be a daily backup, often the last state, to a cloud-based server. Like an Amazon server or something similar. I used to buy such a service from Synology. They have a terrific service, by the way, but as my file sizes got bigger and bigger, this service became too costly for me, and I can't justify the cost anymore. So, stopped the subcription, but if you want to be on the safe side, purchasing a cloud-based backup service is best. They usually take a backup of the changes in the last 24 hours while you're sleeping.

There is one small thing left. When you're working with Photoshop and if it crashes, you might be able to save the last file you were working on, but if you have for some reason clicked by mistake "no" to shall I save the file while you were closing the Photoshop (I did that mistake a few times as well) your best bet would be to backup the scratch disk. A scratch disk is like scratch paper, an area that Photoshop uses, like scratch paper, to empty part of the memory while working on a large file. I use a Thunderbolt-connected SSD as a scratch disk and run Chronosync in the background to get a backup regularly. It's a bit extreme, but it has saved me two times since I started to take the backup of the scratch disk.

My backup system is reliable, though not completely fail-safe. It has a high operational success rate.

As creatives, we invest our time and passion into every project, and losing even a single file can feel like losing a piece of ourselves. But armed with the right strategies and tools, we can face the unpredictable nature of technology with confidence. So, let's commit to protecting our artistic endeavors, ensuring that our stories - captured in pixels and brought to life through our imagination - stand the test of time. After all, in a world where every click counts, our backups are more than just files; they're the guardians of our creative legacy.