Data Security Without the Boring Lecture (External Drives + Cloud)

Positioning: Peace of mind for remote workers. No jargon storm. Just a simple setup that protects your files, client work, and sanity.

In this guide you’ll get:

The simple “3-2-1” backup idea explained in one minute.
External drive picks that don’t slow you down.
Cloud choices that quietly back up in the background.
My Backup Routine in 10 Minutes you can copy.

Quick picks:

Fast portable SSD: Samsung T7 (2TB)

Rugged portable SSD: SanDisk Extreme (2TB)

Budget capacity (HDD): WD My Passport (4TB)

Creator favorite: LaCie Rugged USB-C SSD

Why backup (fast)
External drive picks
Cloud backup options
My Backup Routine in 10 Minutes
Prove it works: restore test
Security & encryption basics

Why backup (fast)

3-2-1 rule: Keep 3 copies of important data on 2 different types of storage with 1 copy off-site. Translation for WFH: store work on your computer, mirror it to an external drive, and send a copy to the cloud. That’s it.

External drive picks

Portable SSDs (best mix of speed + reliability)

Samsung T7 — fast enough for Time Machine, File History, project files, and light video. Pick 1–2 TB.
SanDisk Extreme Portable SSD — rugged shell, USB-C; good for backpacks and travel.

Tip: SSDs are faster and tougher than HDDs, which makes backups painless and therefore more likely to happen.

High-capacity on a budget (HDDs)

WD My Passport 4–5 TB — slower than SSDs but cheap per terabyte. Great for weekly archives.

Cloud backup options

Backblaze — unlimited computer backup, set-and-forget. Ideal for entire machine coverage.
iCloud Drive / OneDrive / Google Drive — great for syncing work folders; make sure Desktop/Documents are included.
Tip: Cloud sync isn’t the same as cloud backup. Turn on the provider’s backup/versioning so deleted files can be recovered.

My Backup Routine in 10 Minutes

Minute 1: Plug in your portable SSD.
Minutes 2–3: Turn on automatic backup (macOS: Time Machine, Windows: File History or Windows Backup), choose the SSD.
Minutes 4–5: Pick the folders that matter: work projects, Desktop, Documents, Photos, finance.
Minutes 6–7: Enable your cloud backup or sync app (Backblaze, iCloud/OneDrive/Google Drive). Confirm it includes Documents/Desktop and your project folder.
Minute 8: Encrypt the external drive (macOS: Right-click > Encrypt; Windows: BitLocker on Pro editions).
Minute 9: Schedule: SSD backs up daily, cloud runs continuous. Put the SSD somewhere safe after each session.
Minute 10: Quick test restore (see below) so you know it actually works.

Prove it works: restore test

Create a tiny test document, let it back up to SSD and cloud.
Delete the file locally.
Restore it from the SSD, then from the cloud. Time how long it takes. If either fails, fix it now.

Security & encryption basics

Encrypt the drive: use FileVault (macOS) and BitLocker (Windows Pro). External SSDs can also be encrypted.
Strong account sign-in: password manager + 2FA for cloud providers.
Label the SSD and keep it separate: don’t travel with your laptop and the only backup in the same bag.
Quarterly check-in: verify the SSD has recent snapshots and your cloud shows current backups.

Remote Ready