Cyber Security

How can You Keep Your Digital Memories Safe?

External hard drive / SSD

Digital memories are priceless. Family photos, wedding videos, children’s milestones, travel snapshots, voice notes, scanned letters, and important documents often live in a few places: a phone, a laptop, maybe a USB drive—and sometimes nowhere else.

That convenience is also the problem. Digital files are easy to create and easy to lose. One drop, one theft, one failed drive, one ransomware infection, or one accidental click can wipe out years of memories.

This guide explains how digital memories are commonly lost, then walks you through a modern, realistic system to protect your files using proven backup strategies, sensible security, and easy habits you can actually maintain. (Written in a practical helpdesk style—no fluff.)

Why Digital Memories Disappear (and Why It Happens So&nbspOften)

1) Device failure happens without warning

Hard drives and SSDs don’t always “die slowly.” Sometimes they fail instantly. Phones can also fail due to battery damage, water exposure, or motherboard issues.

Common scenarios:

2) Malware and ransomware can destroy or lock your files

Modern malware isn’t just annoying pop-ups. Ransomware can encrypt your photos and documents, then demand payment. Even if you pay, there’s no guarantee you’ll get your files back.

3) Human error: accidental deletes and overwrites

Most file loss is boring—because it’s accidental:

4) Data transfer problems

Files can be lost when copying from one device to another, especially if you:

5) Theft or loss of a device

Phones are the number one camera for most people. If your phone is stolen and you don’t have cloud backup enabled (or your account is compromised), your memories may be gone permanently.

6) “Cloud sync” confusion (sync is not the same as backup)

This is a big one. Services like OneDrive, iCloud Drive, Google Drive, and Dropbox often sync—meaning if a file is deleted on one device, it can disappear everywhere.

A proper backup includes version history and separate copies that can’t be instantly wiped by a mistaken deletion or ransomware.

The Gold Standard: The 3-2-1 Backup Rule (Made Simple)

If you only remember one thing, remember this:

3-2-1 Rule

Why it works:

Step 1: Decide What You’re Protecting (Without Overthinking It)

Start by categorising your data so you don’t waste time backing up junk while forgetting the important stuff.

Priority 1 (must protect)

Family photos and videos (phone camera roll, WhatsApp media, etc.)
Scanned IDs, passports, visas, birth certificates
Legal documents (wills, contracts, insurance)
Business records, invoices, tax files
Sentimental files: voice recordings, letters, old emails exported

Priority 2 (should protect)

Priority 3 (nice to have)

Tip: Don’t aim for perfection on day one. Get Priority 1 protected first, then improve.

Step 2: Create a Simple, Repeatable Storage System

A clean system makes backup easier and prevents duplicates and confusion.

A practical folder structure (example)

File naming that saves your sanity

For photos/videos you export from a camera or phone, consider:

Why it helps: files sort correctly, and it’s easier to search later.

Step 3: Back Up Locally (Fast Recovery When Something Goes Wrong)

Local backups are the quickest way to restore files after an accident.

Option A: External hard drive (best value)

Best practice: dedicate the drive to backups only—don’t mix it with random files.

Option B: USB sticks (good for small key documents only)

USBs are easy to lose and easy to fail. They’re fine for:

Option C: NAS (Network Attached Storage) for families or home offices

A NAS is like a personal cloud at home, useful if:

The non-negotiable habit: test your backups

A backup you can’t restore is not a backup. Once a month, try restoring:

Step 4: Add an Off-Site Backup (Protection From Theft, Fire, Flood, and Ransomware)

Backup-on-Multiple-Devices-Computing Australia Group

Off-site backup is what saves you if your home device and backup drive are both gone.

Cloud storage: what to look for

Choose a provider with:

Cloud options you can use in different ways

Important: Make sure you understand whether it is sync or backup:

Step 5: Protect Your Phone Photos Automatically (Most People Forget This)

If your phone is your camera, your phone should be your first backup priority.

Do this today

Common “gotchas”

Upload paused due to low battery settings
Full cloud storage stops uploads silently
“Optimise storage” makes photos appear on device but not always fully stored locally
Multiple accounts (personal vs work) causing photos to go to the wrong place

Step 6: Use Version History to Prevent “Oops” Moments

Replacing or editing a file is a normal part of life. The real danger is when you can’t go back.

What to enable

This protects you from:

Step 7: Secure Your Memories (Because Backup Without Security Can Still Fail)

1) Use Multi-Factor Authentication (MFA) on your cloud accounts

If someone gets into your cloud account, they can delete your files. MFA makes that far harder.

2) Use a password manager

It’s the easiest way to have strong, unique passwords without memorising them.

3) Encrypt sensitive files

Especially:

Use encryption on:

4) Watch for phishing

Most “hacks” start with a fake login page or email. If you’re unsure:

Step 8: Keep a “Forever Box” for Your Most Important Things

Not everything needs the same protection. Create a small set of “forever files” and keep them extra safe.

What to include

How to store it

Step 9: Physical Copies Still Matter (For Certain Documents)

Digital is convenient. Paper can be resilient.

Print and store (where appropriate)

For photos:

Step 10: Maintenance Habits That Make This Work Long-Term

A backup plan fails when it’s too complicated.

A simple routine you can keep

Also: keep an eye on storage health

Replace external drives every few years if they contain precious memories, especially if:

Quick “Do This Now” Checklist

If you want the fastest path to safety:

1. Turn on automatic photo backup on your phone

2. Buy a dedicated external drive for backups

3. Back up your Photos + Documents folders today

4. Enable MFA on your cloud account

5. Confirm you can restore at least one file

6. Add an off-site copy (cloud or second drive stored elsewhere)

When to Get Help (So You Don’t Lose Time—or Data)

If you’re experiencing any of the below, stop experimenting and get help early:

For Perth homes and small businesses, a professional IT support team can set up an end-to-end system: automated backups, ransomware protection, account security, and an easy recovery process.

A regular check of your storage mediums is crucial because data could be lost or damaged as time passes. Devices can even be stolen. Digital technology evolves rapidly, so your storage medium could become obsolete in a few years (anybody remembers floppy disks?) Storing digital memories safely is not very difficult if you follow these steps. Just a bit of care and constant updates to newer digital mediums can ensure the safety of important files and precious photos or videos. Need help with the right digital storage medium? Our IT helpdesk experts are 24/7 available for your assistance. Contact us or email us at helpdesk@computingaustralia.group.

Jargon Buster

Malware – A combined name for malicious software intentionally designed to cause damage to computers, networks and users. E.g. ransomware, spyware, viruses etc. Floppy disk – A type of storage device used for storing electronic data as a computer file.

Gordon Murdoch

Phone photos: continuous automatic backup (daily)
Documents: at least weekly
Full computer backup: weekly or monthly depending on how often files change
Also do a monthly test restore to confirm backups work.

Are external hard drives reliable for backups?

Yes, but only if used properly:

dedicate the drive to backups
store it safely (avoid drops/heat)
replace aging drives every few years
keep a second copy off-site (because one drive can still fail)

What should I do if I accidentally deleted photos?

Stop saving new files to that device (to avoid overwriting recoverable data). Then:

check Recycle Bin/Trash
check cloud bin (Google Photos/iCloud/OneDrive etc.)
use version history if available
If the files are critical, get professional help early—DIY attempts can reduce recovery chances.