Tidy up your tech: spring cleaning tips for safeguarding your data

Every spring, many of us clean out closets and organize paperwork. We tackle the clutter we can see. But there is another area that often gets ignored: your digital life.

Over time, your devices fill up with files, photos and sensitive information. If you do not protect it, that data can be lost, stolen or exposed.

A seasonal tech cleanup is one of the simplest ways to safeguard your data before something goes wrong.

Choosing the right backup tools

Spring is traditionally a time for cleaning, and this should extend to digital hygiene as well. Each year, I undertake a thorough cleaning of my personal data, making sure to back up documents, family photos, and other irreplaceable items. There’s nothing quite like the peace of mind that comes from having a physical backup, which places control firmly in your hands, irrespective of whether you use a Mac, PC, or even a Chromebook.

Recommended backup solutions

One of my favorite tools for this task is the WD Portable Drive, which offers 2 terabytes of storage. It easily connects to your device via SuperSpeed USB 3.2 Gen 1, ensuring quick and efficient data transfer, and is fully compatible with Chromebooks. A reliable drive like this is a must-have; I use another similar WD model for my MacBook and PC. Check out more of our list of the best external drives here.

Backup, unplug, then store your portable drive in a secure place

In addition to regular ongoing backups either on the cloud or another drive, I use this WD drive that plugs into your Mac, PC or Chromebook as an extra copy of my important data that can be disconnected and kept in a safe place away from hackers and other threats. This step is especially important because of ransomware. Some attacks can encrypt not only your computer, but also any connected backup drives. Keeping one backup unplugged and stored safely helps protect your data from these types of attacks.

What to backup: A digital checklist

When deciding what to back up from your computer, it’s crucial to prioritize documents, files, and memories that are important and irreplaceable. Here’s a comprehensive list to consider:

1) Personal documents

Include items like birth certificates, passports, social security cards, marriage certificates, wills, and other legal documents that could be difficult or time-consuming to replace.

2) Financial records

This category should cover bank statements, tax returns, investment records, and other financial documents that are essential for personal record-keeping and legal compliance.

3) Photos and videos

Family photos, vacation videos, special events like weddings or graduations, and other personal memories that cannot be recreated.

4) Work and educational documents

If you use your computer for work or school, ensure you back up important projects, research papers, presentations, and related correspondence.

5) Emails

Some emails might contain important information, agreements, or attachments that you may need to refer back to. Consider backing up important emails or archiving them.

6) Contacts

A backup of your digital address book can save you a lot of trouble in case you lose access to your devices.

7) Music and Media Collections

For those who collect music, movies, and books digitally, backing up these files ensures you don’t lose your collection.

8) Software and app data

Back up settings and data for apps that you use frequently, especially if they help manage your schedule, finances, or health.

9) Website bookmarks

If you rely on bookmarks to navigate the internet efficiently, backing them up can save time if you need to restore or switch to a new device.

10) Game Saves and Profiles

If you’re a gamer, backing up your game saves and profiles can prevent loss of progress in case of system failure.

11) Creative Works

Include writings, artwork, design files, coding projects, or any other personal or professional creative work.

12) Smartphone data

Don’t forget your phone. Many people store their most important photos, messages and contacts on their iPhone or Android device. Make sure iCloud or Google backups are enabled and up to date.

13) Identity and recovery documents

Keep secure copies of IDs, insurance cards and account recovery information. These can be critical if you lose access to accounts or experience identity theft.

Some additional steps to consider to keep your data safe

Taking a few extra steps now can help protect your data and reduce your risk of future problems.

Adopt the 3-2-1 backup strategy

Ensure you maintain three copies of your data: the original, a backup on a different device, and a third copy stored offsite or in the cloud. This approach offers robust protection against data loss.

Use both local and cloud backups

Cloud storage is convenient, but it is not foolproof. Accounts can be hacked, or files can be accidentally deleted and synced across devices. Combining cloud storage with an offline backup gives you the best protection.

Implement two-factor authentication (2FA)

Enhance account security by enabling 2FA, requiring additional verification steps beyond just passwords, thereby reducing unauthorized access risks.

Use passkeys where available

Many services now support passkeys, which replace traditional passwords with more secure authentication tied to your device. These can significantly reduce phishing risks.

Regularly update and patch systems

Keep your operating systems and software up to date to address vulnerabilities that cyber threats might exploit.

Use a data removal service

Even if your data is backed up and secure, it may still be exposed online through data brokers and people-search sites. A data removal service like Incogni can help reduce your digital footprint by automatically requesting the removal of your personal information from hundreds of databases, lowering your risk of scams, identity theft and unwanted tracking.

Is your personal information exposed online?

Run a free scan to see if your personal info is compromised. Results arrive by email in about an hour.

Use strong antivirus software

Install a trusted security solution like TotalAV to guard against ransomware, viruses, and other malicious threats that can compromise your files. The best way to safeguard yourself from malicious links that install malware, potentially accessing your private information, is to have security software installed on all your devices. This protection can also alert you to phishing emails and ransomware scams, keeping your personal information and digital assets safe.

Secure your accounts: passwords, passkeys and protection

Now that your backups and devices are protected, it is time to secure your accounts. Your accounts are often the easiest entry point for attackers. Strong credentials and proper management can stop many common threats before they start. One of the most important steps in protecting your data is regularly updating your passwords to prevent unauthorized access. Here’s how to do it effectively:

• Use a password manager – Instead of relying on memory, use a trusted password manager like Nordpass to generate and store complex passwords.
• Enable two-factor authentication (2FA) – Add an extra layer of protection by requiring a secondary verification method, such as a one-time code via SMS or an authenticator app.
• Create unique passwords – Avoid reusing passwords across multiple accounts. Each password should be at least 12 characters long and include a mix of uppercase, lowercase, numbers, and symbols.
• Check for compromised passwords – Use services with password breach detection. Nordpass includes a data breach scanner that checks if your stored passwords have been leaked and suggests updates.
• Change default router and device passwords – If you’re still using the default login credentials for your Wi-Fi router, smart home devices, or online accounts, update them immediately to prevent security risks.

By updating passwords along with other spring cleaning security measures, you significantly reduce the risk of cyber threats and unauthorized access to your sensitive data.

Related Links:

• How to backup your Windows computer
• How to backup your Mac computer
• How to backup and restore your mobile device the right way
• Best backup power supply devices

Kurt’s key takeaways

Spring cleaning is not just about your home. It is also a chance to reset your digital life. By creating reliable backups and securing your accounts, you reduce your risk. You also stay ahead of potential problems. These simple steps can help you avoid some of the most common and costly tech disasters.

When was the last time you checked your backups and made sure they actually work? Let us know in the comments below.

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