Published: September 26, 2026
Last Updated: September 26, 2026
Quick Answer: Data backup software creates copies of files or other data and stores them separately so you can restore them after accidental deletion, hardware failure, corruption, or another loss event. Depending on the software, backups can be stored on external drives, network locations, or cloud storage and run automatically on a schedule.
Data loss can happen when a drive fails, a file is accidentally deleted, or a system becomes unavailable. A backup gives you another copy to restore instead of relying on the original data.
The important part is not simply creating a copy. The backup needs to be stored separately and maintained so it remains available when you need it. A backup is a copy of system, configuration, or application data kept separately from the original, allowing you to restore data after events such as accidental deletion, hardware failure, security incidents, or other disruptions. Learn more about data backup and recovery from AWS.
What is data backup software?
Data backup software is software that creates and manages copies of data so the copies can be restored when the original data is lost, damaged, deleted, or unavailable.
A backup program can work with individual files and folders, entire drives, system data, or other supported workloads. The exact capabilities depend on the software and the type of data being protected.
The main parts of a backup process are:
| Part |
What it does |
| Source |
Selects the files, folders, systems, or other data to protect |
| Backup software |
Creates and manages the backup process |
| Destination |
Stores the backup copy on another supported location |
| Schedule |
Determines when automatic backups run |
| Retention |
Controls which backup versions are kept |
| Restore |
Returns backed-up data when recovery is needed |
The key distinction is between backup and restore. A backup creates a recoverable copy of data, while a restore uses that copy to return files, settings, or other supported data to the original or another location. Microsoft treats backup, restore, and recovery as related but separate parts of protecting and recovering a Windows device, as outlined in its Windows backup and recovery documentation.
For a backup system to be useful, you should also know where the backup is stored and how it can be restored.
Which types of data should you back up?
You should back up data that would be difficult, expensive, or impossible to recreate if the original were lost.
For a personal computer, this commonly includes:
- Documents and work files
- Photos and videos
- Important downloads and project folders
- Financial or administrative records
- Other files that cannot easily be replaced
For a business, the backup scope can be much wider. It may include databases, application data, shared files, virtual machines, system data, and other workloads.
The exact backup scope should match what you need to recover. In Windows, Windows Backup can back up supported folders, apps, settings, credentials, and preferences to a Microsoft account, while File History is designed to save versions of personal files to an external drive or network location. These tools do not replace a full system-image backup for every recovery scenario, so check what the backup method can restore before relying on it.
Do not assume that every backup tool protects every type of data. Check the software’s supported sources before choosing a solution.
Local, external and cloud data backups
Backup destinations generally fall into local, external, network and cloud options. They solve different storage and recovery needs.
| Backup destination |
Best suited to |
Main consideration |
| Internal or local storage |
Short-term copies and convenient recovery |
A failure affecting the main device can also affect the backup |
| External drive |
Personal files and local recovery |
The drive must remain available and protected |
| Network storage |
Multiple computers or shared environments |
Requires suitable network storage and access |
| Cloud storage or cloud backup |
Off-site copies and remote recovery |
Depends on network access, storage capacity and the provider |
A local or external backup can make restores faster because the data is available without downloading it over the internet. A cloud or other off-site backup keeps a copy away from the primary location, which can improve recovery options after theft, fire, flooding, or a site-wide hardware problem. However, a cloud backup is only useful if the account, retention settings, and restore process are properly configured and accessible when needed.
For important data, relying on only one backup destination leaves fewer recovery options if that device, account, or location becomes unavailable. For ransomware resilience, CISA recommends maintaining offline, encrypted backups of critical data and regularly testing their availability and integrity. Keeping an additional copy in a separate location can reduce the risk that one incident affects both the original data and every backup copy.
That makes a combination of storage locations useful when the data is important enough to justify the additional protection.
How data backup software automates protection
Manual backups depend on you remembering to create a copy. Backup software can automate much of this process by running according to a defined schedule.
A typical automated workflow looks like this:
- Choose the data to protect. Select files, folders, drives or supported workloads.
- Choose a backup destination. This could be an external drive, network location or cloud destination.
- Set the schedule. Configure when backups should run according to your recovery needs.
- Set retention rules. Decide how many backup versions or recovery points should remain available.
- Run the backup. The software copies the selected data to the chosen destination.
- Verify the result. Check that the backup completed and that the data can be restored.
Microsoft’s File History, for example, can automatically save copies of personal files to an external drive or network location and allows previous versions to be restored.
Cloud backup services commonly use policies or settings that define when backups run and how long recovery points are retained. Before choosing a service, confirm the schedules, retention options, supported data sources, restore methods, and any limits that apply to the specific plan you intend to use.
Automation reduces the chance that a backup is forgotten, but it does not remove the need to check whether backups are completing successfully.
How to choose a data backup solution
Start with the data you need to recover, then work backward to the software and storage destination.
Check what the software can back up
Confirm whether the software supports the files, folders, drives, operating systems, applications or workloads you actually need to protect.
A file-focused backup tool may be enough for personal documents and photos. A business environment may require support for servers, databases, virtual machines or application-consistent recovery.
Check where backups can be stored
Look at the supported destinations before choosing a backup program. Common options include external drives, network storage and cloud destinations.
If you need protection against a problem affecting your physical location, an off-site backup destination is important. If you mainly need convenient local recovery, an external or network destination may be useful.
Look for scheduling and retention controls
Automatic scheduling is useful when backups need to happen regularly without manual intervention.
Retention matters because a single current copy may not help if unwanted changes or corrupted files are already included in that copy. Keeping earlier recovery points can give you more options when restoring data.
Check restore options
Backup software should be judged by its restore process as well as its backup process.
Check whether you can restore individual files, folders, drives or complete supported workloads. Also check whether the software lets you restore to the original location or another location when appropriate.
Consider security and isolation
Backup copies should not be treated as automatically safe simply because they are backups.
CISA recommends maintaining offline backups and multiple copies in separate, secure locations for ransomware resilience.
For cloud-based systems, review the provider’s documentation for encryption, access controls, retention, deletion protection and recovery features rather than assuming every service handles these in the same way.
Test the restore process
A backup that cannot be restored when needed does not provide much practical protection.
Perform test restores appropriate to the importance of the data. Start with a small selection of files if you are checking a personal backup, then confirm that the recovered files open correctly.
For business systems, restoration testing should match the workload’s recovery requirements, including the recovery point objective (how much data loss is acceptable) and recovery time objective (how quickly the system must be usable again). Test the actual recovery steps, permissions, dependencies, and application usability—not only whether a backup job reports success.
Common data backup mistakes
Several backup problems come from relying on the existence of a backup rather than checking whether it can actually be used.
- Keeping the only backup on the same device: A failure affecting the device can also affect the backup.
- Using only one backup destination: A single copy gives you less protection if that destination becomes unavailable or corrupted.
- Never checking completed backups: An automated job can fail without providing the recovery result you expect.
- Never testing restoration: A successful backup job does not prove that the required files can be recovered.
- Backing up the wrong folders: Important files can remain outside the selected backup scope.
- Keeping only the newest copy: Earlier versions can be useful when files are accidentally changed or corrupted.
- Treating synchronization as a complete backup: File synchronization and backup solve different problems. A synced change can propagate to another location, while backup systems are designed to provide recoverable copies and versions.
A practical backup process therefore has three parts: create copies, keep them in appropriate locations, and verify that restoration works.
Frequently asked questions
1. What does data backup software do?
Data backup software creates and manages copies of data so that the copies can be restored after data loss, corruption, accidental deletion, or another failure. Features vary by product, so check which data sources and destinations are supported.
2. Is data backup software necessary?
It is useful when losing the original data would cause a problem that cannot be solved easily by recreating or downloading it. The more difficult the data is to replace, the more important a reliable backup process becomes.
3. What is the difference between local and cloud backup?
Local backup stores a copy on a nearby device or storage system, such as an external drive or network storage. Cloud backup transfers the backup to an off-site service or cloud environment, which can provide a separate recovery location.
4. Can backup software run automatically?
Yes. Many backup systems support scheduled or policy-based backups. The available schedules and retention controls vary by software, so check the vendor’s documentation before choosing a product.
5. How many backup copies should I keep?
There is no single number that fits every situation. A common starting point is the 3-2-1 approach: keep three copies of important data, store them on at least two types of media, and keep one copy offline or otherwise separate from the primary environment. CISA presents this as a useful ransomware-resilience guideline, alongside offline, encrypted backups and regular restore testing. The right design still depends on the value of the data, acceptable downtime, acceptable data loss, and available storage.
6. Does Windows have built-in backup tools?
Yes. Windows includes Windows Backup and File History. Windows Backup can save supported folders, apps, settings, credentials, and preferences to a Microsoft account, while File History saves versions of personal files to an external drive or network location. Review the restore options for the specific Windows feature you use, because neither tool necessarily provides a complete bare-metal recovery solution for every PC.
7. Should I test my backups?
Yes. A backup should be tested through restoration rather than assumed to work. Restore a representative selection of files and check that the recovered data is usable.
A practical way to protect important data
Choose the backup scope first, then select a destination that fits how quickly and reliably you need to recover the data. Automate the backup schedule, keep an additional copy away from the original data when the information is important, and test restoration regularly.
If you are building a broader backup setup, see the Backup Software guide for the main topic and related backup software options.
