Losing data is every photographer’s worst fear. In busy areas like New York’s DUMBO or SoHo, losing files from a professional photoshoot can mean lost income, upset clients, and a damaged reputation. To help protect your work and prepare for the unexpected, PPA has partnered with Ontrack, a global leader in data recovery.
Why backups are essential
Your images are the foundation of your business. Losing them can disrupt your entire operation, leading to:
- Missed deadlines and delayed projects.
- Lost revenue from canceled orders.
- Reputation damage from disappointed clients.
- Regulatory issues with data storage laws.
- Decreased productivity when teams can’t access files.
Whether you’re shooting in SoHo or DUMBO, backups are critical for keeping your business running smoothly.
The 3-2-1-1-0 rule for backups
Ontrack recommends the 3-2-1-1-0 backup strategy to minimize data loss risk:
- 3 copies of your data: 1 primary and 2 backups.
- 2 types of storage: Such as an external hard drive and cloud storage.
- 1 off-site copy: To protect against fire or theft.
- 1 offline copy: An unplugged drive to guard against ransomware.
- 0 errors: Regularly test your backups to ensure they work.
Pro-tip: Don’t assume a backup is safe until it’s tested. For wedding photography, it’s crucial to verify backups regularly — think about all the important work at stake: ceremony shots, portraits, candid moments, and edited albums. Make backup testing part of your workflow to ensure nothing gets lost.
Common causes of data loss
Even careful photographers face risks, including:
- Hardware failures like drive crashes.
- Cyberattacks, including ransomware.
- Accidental deletions.
- Natural disasters like floods and fires.
- Theft of laptops or drives.
- Corrupted files from software glitches.
- Insider sabotage.
- Degradation of outdated media.
These risks highlight why a reliable, redundant backup system is essential.
Why backups fail
Many photographers discover issues when it’s too late. Common reasons backups fail include:
- Faulty drives or servers.
- Human error, like incorrect settings.
- Insufficient storage space.
- Outdated software.
- Interrupted cloud uploads.
- Irregular or skipped backups.
- Malware targeting backup files.
To avoid these pitfalls, schedule regular backups, monitor them, and test your solutions quarterly.
Choosing the right backup strategy
Your ideal approach depends on your business size, data volume, and recovery needs. Ask yourself:
- How long can I operate without my files?
- How much data loss is acceptable?
- Do I need immediate recovery, or can I tolerate some downtime?
Consider these options:
- External hard drives: Affordable and reliable.
- Network-attached storage (NAS): Ideal for larger data volumes, with multiple drives for resilience.
- Magnetic tape: Durable and cost-effective for long-term archiving.
- Cloud storage: Scalable and secure, with providers like Backblaze or CrashPlan offering off-site protection.
Combining local storage for quick access with cloud storage for redundancy is the best way to keep data safe.
Practical backup tips for photographers
Follow these steps to build a resilient backup routine:
- Identify where your data is stored.
- Use a mix of external drives and cloud storage.
- Keep one backup offline.
- Schedule automatic backups.
- Encrypt sensitive files.
- Test your backups quarterly.
- Replace outdated hardware and software.
When backups aren’t enough
Data loss can still happen. That’s where PPA membership helps:
- Indemnification Trust: Protects against client claims related to data loss or missed shots.
- Discounted recovery services: PPA members get 20% off Ontrack’s services for situations outside Trust coverage.
Protect your images, your clients, and your business — because losing files isn’t an option.