Back Up Your Genealogy Research (Before It’s Too Late)

Discover the importance of genealogy file backup. Learn how to protect years of family history research from being lost if your computer fails.

A few years ago, I received a late-night text from one of my adult children that every parent dreads: their laptop wouldn’t turn on, and critical files for an upcoming presentation were trapped inside. The culprit? No backup system in place – not in the cloud, not on an external device, nowhere.

This close call raised an important question: How secure is my genealogy research? If your computer failed right now, would years of family history research be at risk?

Could this happen to you? Are your genealogy files at risk for being lost if your computer gives out?

Understanding the Fundamentals of Data Backup

Professional archivists and digital preservation experts rely on the 3-2-1 principle as their foundation for protecting valuable data. This time-tested approach requires maintaining three copies of your data to ensure redundancy. Two of these copies should be stored on different types of media – for instance, your computer’s hard drive and an external solid state drive (SSD)

The final copy needs to be kept physically separate from the others, perhaps in a different location entirely. This methodology has proven remarkably effective at protecting against everything from hardware failures to natural disasters.

Cloud Storage Solutions for Genealogy Research

The landscape of cloud storage has transformed dramatically in recent years, offering genealogists more options than ever before. These services provide not just storage, but also powerful features for organizing and sharing family history research.

Primary Cloud Services

Google Drive has become my go-to solution for many genealogists, offering 15GB of free storage and seamless integration with Google’s suite of productivity tools. I can easily create and share family history documents, and collaborate with relatives on research projects.

Bonus: The service automatically syncs across all your devices, ensuring your latest discoveries are always backed up.

Microsoft OneDrive provides an excellent option for Windows users, with deep integration into the operating system. With 5GB of free storage, it’s particularly useful for those who already use Microsoft Office for their genealogy documentation. The automatic photo album creation feature can be especially helpful for organizing family photos.

Dropbox continues to be a favorite among researchers for its reliability and intuitive interface. While the free tier only offers 2GB of storage, its file sharing capabilities are outstanding. You can easily share large collections of family photos or documents with relatives without worrying about email attachment limits.

Specialized Backup Services

Backblaze stands out for its simplicity and unlimited storage capacity. For $7 monthly, you get unlimited backup space and the peace of mind that comes with automatic, continuous backup. The service runs quietly in the background, making sure every new piece of research is protected.

iDrive offers an impressive 5TB of storage for $79.50 annually, making it an excellent value for genealogists with extensive research collections. The ability to back up multiple devices under one account means you can protect your desktop, laptop, and even your smartphone’s photos under a single subscription.

Local Storage Options

While cloud storage offers convenience and accessibility, maintaining local backups remains crucial for a comprehensive data protection strategy. Local storage gives you immediate access to your files and independence from internet connectivity.

External Hard Drives

The world of external drives has evolved significantly, offering multiple options for every need and budget. Portable SSDs have become increasingly popular among genealogists who value speed and reliability. These drives are not only faster than traditional hard drives but also more resistant to physical damage since they have no moving parts.

Traditional HDDs continue to offer the best value in terms of storage capacity per dollar. For genealogists with extensive research collections, including high-resolution scans and photos, these drives provide an economical way to maintain complete backups. [This is the one I use!]

Portable Storage

While large external drives provide excellent backup capacity, sometimes you need something more portable. USB flash drives remain invaluable tools for genealogists, particularly when you want to take specific research files to a library or share them with family members. Modern flash drives offer substantial storage capacity, with 128GB or larger drives becoming increasingly affordable.

Portable SSDs bridge the gap between traditional flash drives and full-sized external drives. These compact devices combine impressive storage capacity with excellent durability, making them ideal for researchers who frequently work in different locations. Their speed also makes them perfect for storing and accessing large family photo collections or scanned historical documents.

Protecting Online Genealogy Research

Many genealogists maintain their family trees on major online platforms, but relying solely on these services can be risky.

Website policies can change, technical issues can arise, and occasionally, entire platforms may shut down. Taking control of your online research through regular backups is essential for long-term preservation.

Family Tree Backups

Most major genealogy platforms allow you to export your family tree data in GEDCOM format, the universal standard for genealogical data exchange. Regular downloads of these files are essential for protecting your research investment.

While these websites maintain their own backups, having local copies of your tree ensures you maintain control of your research regardless of subscription status, platform changes, or technical issues.

Beyond downloading your GEDCOM file, make sure to save copies of all attached records, images, and source citations.

Many platforms allow you to download these supporting materials, but you may need to do so separately from your GEDCOM export. Pay special attention to any research notes, stories, or custom tags you’ve added to your online tree – not all of these may transfer automatically in a GEDCOM file.

Consider keeping a log of any unique features or connections you’ve documented on these platforms that might need to be preserved separately.

Creating Your Backup System

A backup strategy is only as good as its implementation. The key to success lies in creating a system that becomes as natural as checking your email. Think of it as maintaining a digital family archive that future generations will thank you for preserving.

Schedule Regular Backups

The most effective backup routines become habits. Choose a specific day each month for your backup tasks – perhaps the first Sunday or the last day of each month. Modern backup software can automate much of this process, running in the background while you focus on your research.

For critically important discoveries or breakthroughs, consider implementing real-time cloud sync to protect your latest findings immediately.

Document Organization

Clear organization makes backup and recovery much simpler. Develop a consistent file naming system that helps you quickly identify documents, such as “SURNAME_FirstName_DocumentType_Year.”

Create a folder structure that logically separates different types of research materials while keeping related items together. Consider maintaining separate sections for:

Original documents require special attention – these are the foundation of your research. Keep them in a dedicated folder structure that mirrors your physical filing system. Research notes should be organized by family line or research project, making them easy to locate and back up systematically.

Family trees deserve their own backup attention, whether they’re files from your desktop software or exports from online services.

Photos and media files often represent the largest portion of your backup needs, so consider organizing them by family line, date, or event. DNA test results and analysis should be preserved separately, including both raw data and any analysis reports you’ve received.

Physical Document Protection

While digital backup is crucial, many genealogists also maintain collections of physical documents. Implement a scanning routine for new acquisitions, storing digital copies in your backup system immediately.

Store physical documents in acid-free containers and folders to prevent deterioration. Climate control is crucial – aim for cool, dry conditions away from direct sunlight. For truly irreplaceable items, consider a safety deposit box or fireproof safe.

Taking Action

The time to protect your genealogy research is now, before any crisis occurs. Begin with these steps:

1. Choose your primary cloud storage service based on your needs and budget
2. Invest in a reliable external storage device appropriate for your collection size
3. Set up your backup schedule and stick to it. Learn how to set up a calendar alert and never forget!
4. Export your online family trees and associated records
5. Start the backup process today!

Remember, the best backup system is one you’ll actually use. Start with a simple approach and build complexity as needed. The time invested in protecting your genealogy research is minimal compared to the devastating potential of losing years of family history work.

And about that late-night panic? My child’s presentation files were eventually recovered after hours of technical intervention – but the lesson was clear. Don’t let your precious family history research face the same risk. Start your backup system today.

Check out more helpful blog posts:

• How To Organize Bookmarks in Chrome For Genealogy Research
• How To Organize Genealogy with These 3 Essentials!
• The Best Genealogy Apps To Keep You Organized