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How do I back up my files so ransomware can't take them?

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A small business near me lost all its files to ransomware, and it made me realize my family photos and tax documents are only on one laptop and a USB drive that's always plugged in. How do I back up my files so ransomware can't take them too, and how often should I do it?

Diagram: Ransomware-proof backups — List what matters; Use cloud versions; Unplug the drive; Test restores

Concerns & risks

Your important files live on one laptop and a USB drive that stays plugged in.

At a glance: a simple family backup plan
CopyWhere
OriginalLaptop
Copy 1Cloud backup with versions
Copy 2External drive, unplugged
Drive encryptionBuilt-in OS tool
Restore testEvery few months
Backup reminderMonthly calendar event
Synology DiskStation DS224+ NAS (Synology official image), annotated: Keep a separate backup
Keep a separate backup. Image: Synology (official source, cropped and annotated by ReportSpeed)
Overview diagram: Ransomware-proof backups — List what matters; Use cloud versions; Unplug the drive; Test restores
The whole fix at a glance: list what matters, use cloud versions, unplug the drive, test restores. Original diagram by ReportSpeed

Causes & evidence

CISA's StopRansomware guidance says to maintain offline, encrypted backups of critical data and to regularly test them, because ransomware often tries to find and encrypt or delete reachable backups. A drive that stays plugged in can be encrypted along with your laptop. CISA also recommends keeping software and operating systems updated, using strong passwords and multifactor authentication, and being cautious with email links and attachments, since phishing is a common way ransomware gets in. A common approach is keeping multiple copies in different places, such as an external drive you disconnect after each backup plus a reputable cloud backup with version history, so you can restore files from before an infection. CISA advises not paying ransoms, since it doesn't guarantee recovery, and reporting incidents.

Who this applies to: anyone with important files. Small businesses should follow CISA's fuller guidance. Cloud sync alone may copy encrypted files; version history is what lets you recover.

Troubleshooting flowchart: try each step in order and stop when it is fixed — How do I back up my files so ransomware can't take them
Work through it in order and stop when the problem is gone. Original diagram by ReportSpeed

Leaving the backup drive permanently connected turns your backup into just another target.

What to do

Step illustration: numbered steps for How do I back up my files so ransomware can't take them
The steps from this answer as numbered cards. Original diagram by ReportSpeed
Comparison chart: Ransomware-resistant backups (CISA)
Ransomware-resistant backups (CISA). Original diagram by ReportSpeed
Ransomware-resistant backups (CISA)
PracticeWhy
Offline copyRansomware can't reach it
Encrypt backupsProtects data if a drive is lost
Test restoresConfirms backups actually work
Cloud backup with versionsRestore files from before infection
Update softwareCloses known holes
MFA on accountsBlocks stolen-password logins
  1. List what matters: photos, tax files, documents.
  2. Set up automatic cloud backup with version history.
  3. Back up weekly to an external drive, then unplug it.
  4. Encrypt the external drive with your system's built-in tool.
  5. Test by restoring a few files every few months.
  6. Turn on automatic updates and MFA for your cloud account.
Callout graphic of common mistakes to avoid and what to do instead for How do I back up my files so ransomware can't take them
Mistakes I see most often, plus the better move. Original diagram by ReportSpeed

Common mistakes:

  • Leaving the backup drive plugged in
  • Never testing a restore
  • Syncing without version history
  • Backing up only once

ReportSpeedMan tip: Put a monthly calendar reminder titled 'Plug in, back up, unplug'. Habits beat good intentions.

What I would actually do

I'd set up a cloud backup with versions, back up weekly to an external drive I unplug, and test restoring a photo folder.

The trade-off people miss: an always-connected drive is convenient but vulnerable; the extra step of unplugging is what makes it a real backup.

How to know it worked

You've restored a test file from an unplugged backup.

Quick FAQ

Is cloud sync a backup?
Only with version history.

How often to back up?
Weekly or more for active files.

Should I pay a ransom?
CISA advises against it.

Wrap-up: Keep an offline copy, use cloud backup with versions, encrypt and test restores, and keep systems updated.

Wiki: Phishing and Identity Theft Recovery Steps.

How do I back up my files so ransomware can't take them: official pages behind this answer

Step-by-step photos

  1. Before: Your important files live on one laptop and a USB drive that stays plugged in
    1. Before The problem
  2. Cause: CISA's StopRansomware guidance says to maintain offline
    2. Why it happens The cause
  3. Fix steps: List what matters: photos, tax files, documents; Set up automatic cloud backup with version history; Back up weekly to an external drive, then unplug it
    3. The fix The fix
  4. After: Keep an offline copy, use cloud backup with versions, encrypt and test restores, and keep systems updated
    4. After The result

⚡ Speed Summary

  1. Keep an offline copy, use cloud backup with versions, encrypt and test restores, and keep systems updated.
  2. Put a monthly calendar reminder titled 'Plug in, back up, unplug'. Habits beat good intentions.
  3. Leaving the backup drive permanently connected turns your backup into just another target.

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