Before a trip, back up your data using more than one copy: one on a cloud service, one on an external drive that stays separate from your devices, and the originals on the devices themselves. Encrypt the copies, check that they restore properly, and make the backup right before you leave. That way, a lost bag or a dropped phone is an inconvenience, not a loss of your photos, documents and work.
Why back up your data before a trip
Travel raises the odds that something goes wrong. Devices are carried through crowds, left in hotel rooms, handled by baggage staff and exposed to spills, heat and sand. Theft and loss are real possibilities, and so is a simple hardware failure far from any repair shop.
A backup also helps with threats such as ransomware, which locks your files until you pay. If you have a clean copy stored elsewhere, you can recover without negotiating. Our introduction to ransomware basics explains why offline copies matter so much.
The simple multi-copy rule
A well-known approach is the 3-2-1 idea. Keep three copies of anything important, on two different types of storage, with one copy in a different place. For a traveller that translates neatly:
- Copy one: the original files on your laptop or phone.
- Copy two: an external drive or memory card, kept in a different bag or left at home.
- Copy three: an encrypted cloud storage account, so it exists away from you physically.
The point of the separation is that whatever takes out one copy, such as theft of your bag, should not take out the others.
What to back up
Think about what would hurt most to lose, then include it.
- Photos and videos already taken, since they are often irreplaceable.
- Work documents and projects, especially anything not stored in a shared company system.
- Scans of your passport, visas, insurance papers, tickets and bookings.
- Contacts, calendar and notes.
- Your password manager’s data and your two-factor recovery codes. Store these carefully and, ideally, offline.
- App and device settings, if your system supports saving them.
Make sure you also know how to get back into the account that holds your backups. A cloud backup you cannot sign in to is no use. A password manager and written recovery codes kept somewhere separate solve that.
How to back up each device
Laptop
Use the built-in backup tool of your operating system or a reputable backup application to create a full copy on an external drive. Then sync your key folders to cloud storage. Turn on full-disk encryption on the laptop first, so any backup made from it is protected too.
Phone and tablet
Phones can usually back up to the manufacturer’s cloud service automatically, and some can be backed up to a computer. Check that photos are uploading and that the last backup date is recent. Make sure there is enough cloud storage space, because a failed backup due to a full account is a common surprise.
Cameras and memory cards
If you shoot photos on a camera, copy cards to a laptop or drive each evening, and keep the cards separate from the camera body. Do not format a card until the photos exist in two places.
Protect the backups themselves
A backup holds a complete copy of your private life, so it needs the same care as the originals. Encrypt external drives with the built-in tools of your system, and use a strong, unique password for your cloud account with two-factor authentication turned on.
Do not carry the external drive and the laptop in the same bag. If you are heading somewhere with particular rules about carrying or inspecting devices, check official guidance for that country, and consider carrying only what you need. When you upload large files from hotels or cafes, a VPN and HTTPS help protect the transfer; see our guide to VPNs for travel safety for details.
| Option | Strength | Weakness |
|---|---|---|
| Cloud storage | Survives loss of all your gear | Needs internet and account access |
| External drive | Fast, works offline | Can be lost or damaged |
| Memory card or USB stick | Small and portable | Easy to misplace, less reliable long term |
Test it, then keep it fresh
The step people skip is the test. Before you leave, restore a few files to confirm they open correctly, and check that you can sign in to your cloud account from a different device. A backup you have never tested is only a hope.
Then set a routine on the road. Repeat the backup every few days, or whenever you create files you would hate to lose. Turn on automatic uploads when you are on a safe, unmetered connection, so that your phone does not use up mobile data at roaming rates.
Where to start
A week before you travel, list what matters, create the three copies, and test a restore. Keep one copy away from your bags and the recovery details somewhere safe. When you are ready for more preparation, our Travel & Remote Work section has further guides.
Frequently asked questions
How many backups do I need before a trip?
A good target is three copies in total: the original, a second on an external drive kept separate, and a third in encrypted cloud storage.
Is cloud storage safe enough for travel documents?
It can be, if you use a strong unique password and two-factor authentication. Encrypting especially sensitive files before uploading adds extra protection.
Should I back up my phone before I leave?
Yes. Run a full backup and confirm the date of the last successful one, then check that photos are uploading while you travel.
How do I know my backup works?
Restore a few files to a different location and open them. Also confirm you can sign in to your backup account from another device.
