Backup and Data Protection#
Personal devices should use encrypted storage whenever available. This includes internal device storage, removable storage, microSD cards, external drives, and any other media used to store personal, sensitive, school, work, financial, or administrative information.
Removable storage devices should not be treated as permanent or reliable backup locations. MicroSD cards, USB drives, and external drives may be used for temporary transfer, offline copies, or device expansion, but important files should also be backed up to an approved cloud or network-accessible storage location.
Devices should use Google Drive for primary cloud backup where supported. This includes photos, videos, device settings, documents, and other important user data. Each user should back up to their own respective Google account when possible to keep ownership, access, recovery, and storage usage separated by person.
As of 10/13/2025, the household maintains a yearly Google One subscription with 2 TB of storage. Google One should be treated as the primary household cloud backup platform for general user data, including mobile device backups, photos, videos, and documents.
Nextcloud may be used as an additional self-hosted backup and file synchronization platform when devices are connected to the home network or connected remotely through an approved VPN. Nextcloud is preferred for local-first access, self-hosted file control, and keeping important files available inside the home network without depending entirely on a third-party cloud provider.
Google Drive and Nextcloud may both be used at the same time. Google Drive should be treated as the primary off-site backup location, while Nextcloud may be treated as a local or self-hosted synchronization and secondary backup location. Files that are especially important should exist in more than one location when practical.
OneDrive may be used as an alternative or supplemental sync option for Windows devices, but it should be limited to documents and other reasonably sized files. OneDrive should not be used for large photo libraries, video collections, bulk downloads, game files, device images, or other large storage sets unless specifically approved.
OneDrive storage usage must be monitored carefully. If OneDrive fills the storage quota associated with a Hotmail or Outlook account, email delivery may be affected. To prevent email accounts from becoming unable to send or receive mail, OneDrive should not be used as the primary household backup platform.
- As of 10/13/2025, the household has ceased using OneDrive as the primary backup solution. Google Drive/Google One is the preferred backup platform for photos, videos, device settings, and general documents.
Important files should not exist in only one location. A file stored only on a phone, tablet, laptop, microSD card, USB drive, or external drive should be considered at risk until it has been backed up to an approved cloud or network storage location.
Devices should have automatic backup enabled where supported. Backup status should be checked periodically, especially after device replacement, account changes, storage warnings, operating system updates, or changes to Wi-Fi/VPN connectivity.
Photos and videos should be backed up automatically when possible. Devices should be configured to upload media over Wi-Fi unless mobile data backup is intentionally enabled. This helps preserve family photos and videos while avoiding unnecessary mobile data usage.
Sensitive files should be stored only in approved locations. Documents containing financial records, identification documents, school records, medical paperwork, account recovery information, or administrative household information should not be stored randomly across unprotected devices, shared folders, or removable drives.
Shared folders should be used intentionally. Access should be limited to users who need the information, and files should not be shared publicly unless there is a clear reason to do so. Public links should be avoided for sensitive or private information.
Deleted files should not be assumed to be immediately recoverable. Cloud recycle bins, trash folders, and file version history may help recover deleted or modified files, but they should not replace proper backups. When important files are deleted accidentally, recovery should be attempted as soon as possible before retention windows expire.
Before a device is reset, sold, recycled, repaired, or reassigned, important data should be backed up and verified. Once the backup is confirmed, the device should be securely wiped or factory reset to reduce the risk of personal data exposure.
Backup and sync accounts should be protected with strong passwords and multifactor authentication where available. Losing access to a primary cloud account may also mean losing access to backups, photos, documents, and device recovery options.