Data Backup Strategies
Wedding photos are irreplaceable. A proper backup strategy protects your clients' memories and your professional reputation. There is no such thing as too many backups.
The 3-2-1 Backup Rule
The minimum standard for data protection
On-Site / Wedding Day Backup
Dual Card Slots
The first line of defense. Configure camera to write to both cards simultaneously.
- RAW to both cards (or RAW + JPG backup)
- If one card fails, you have complete backup
- Never rely on a single card
- Use high-quality, reliable cards
Same-Day Backup
Backup cards to portable drive before leaving the venue or at end of night.
- Portable SSD (fast and durable)
- Card reader that matches your card speed
- Laptop or dedicated backup device
- Never format cards until backup verified
Products: Samsung T7, SanDisk Extreme Pro SSD, WD My Passport SSD
Post-Wedding Backup Workflow
Immediate Import (Same Night)
Import all cards to primary editing drive AND backup drive simultaneously. Don't sleep until files are on at least 2 drives.
Verify Backup Integrity
Open random files from backup drive to confirm they're not corrupted. Use verification software (like ChronoSync, Carbon Copy Cloner, or Beyond Compare) to confirm 100% match.
Cloud Backup Upload
Begin uploading to cloud storage. This may take time for large files, but start immediately. Don't wait until editing is complete.
Only Then Format Cards
Cards can be formatted for reuse only after confirming backups on minimum 2 drives AND cloud upload has begun.
Backup Storage Options
Local Hard Drives
Primary working storage and first backup.
- Fast SSD for editing (NVMe preferred)
- Large HDD for backup (8TB+)
- RAID array for redundancy (RAID 1 or 5)
- Replace drives every 3-5 years
Note: RAID is not backup - it's redundancy. You still need separate backup drives.
External Drives
Off-site backup that can be stored elsewhere.
- Duplicate important projects to external
- Rotate drives off-site (friend's house, bank box)
- Use encryption for sensitive data
- Label clearly with dates and contents
Cloud Backup
Essential off-site backup that survives disasters.
- Automatic sync for peace of mind
- Accessible from anywhere
- Protects against fire, theft, flood
- Consider upload bandwidth needs
Services: Backblaze (unlimited), Google Drive, Dropbox, Amazon S3, Wasabi
NAS (Network Attached Storage)
Central storage for home/studio with built-in redundancy.
- Multiple drives in RAID configuration
- Accessible from multiple computers
- Many include cloud sync features
- Higher upfront cost, long-term savings
Products: Synology, QNAP, Drobo
Data Retention Policy
How Long to Keep Wedding Files
| File Type | Minimum Retention | Recommended |
|---|---|---|
| RAW files | 1 year after delivery | 3-5 years or forever |
| Edited photos (full res) | Forever | Forever (portfolio value) |
| Video source footage | 1 year after delivery | 2-3 years (recuts may be requested) |
| Final video exports | Forever | Forever (high res master) |
| Project files (LR catalogs, Premiere projects) | 1 year | 2-3 years |
Important: Include your retention policy in your contract so clients understand when files may be deleted.
Disaster Recovery Checklist
Equipment Insurance
- Cover theft, loss, and damage
- Include data recovery costs
- Document serial numbers
- Keep receipts for all gear
Off-Site Backup
- Cloud backup essential
- Physical drives at second location
- Test restoration regularly
- Update off-site backups monthly
Recovery Plan
- Know how to restore from backup
- Have contact for data recovery service
- Keep backup software licenses accessible
- Test recovery process annually
- Travel backup: If flying to Hawaii for weddings, backup to cloud before leaving the island
- Humidity protection: Store backup drives with silica gel in humid environments
- Airport security: Never check bags containing memory cards or hard drives
- Internet speeds: Hotel/vacation WiFi may be slow - plan for longer upload times
- Bring extra storage: Card/drive failures far from home are harder to replace