Many families say, "Our photos are safe, they are in Google Drive." Often that is partly true. But it is worth understanding what Google Drive and similar services do, and what they do not do. The word "backup" is used loosely, and the difference matters when something goes wrong.
Sync is not the same as backup
Google Drive, OneDrive and iCloud Drive are mainly sync services. They keep the same files in more than one place, so you can open them on your phone and laptop. When you change a file on one device, the change is copied to the others.
That is helpful, but it also means that if you delete a file by mistake, or something damages it, the problem can be copied everywhere. A true backup is different: it keeps a separate copy that does not change just because the original does.
Where Google Drive does help
- It keeps a copy of your files off your computer, so a failed laptop does not take everything with it.
- Deleted files typically go to Bin for a limited time, so you can often get them back.
- Many files keep earlier versions for a while.
- It lets family members share and see albums easily.
Where it can let you down
- Storage runs out. The free allowance is small and shared across Gmail, Drive and Photos. When it is full, new photos may stop backing up, and many people do not notice for months.
- Accidental deletion and sync. If a folder is deleted on one device, it can disappear from others. The Bin is not a permanent safety net.
- Account problems. If you lose access to your Google account, forget the password, or the account is locked, your files may be unreachable. This is a real worry for families when the account holder has died.
- Only some folders sync. Often only Desktop or Documents are connected, while the D: drive, old external drives and phone gallery folders are not.
- Quality changes. Depending on the settings, photos may have been stored in reduced quality.
- Your files are on someone else's service. Policies, prices and storage limits can change.
None of this means Google Drive is bad. It means it should be one part of a plan, not the whole plan.
The 3-2-1 idea, in plain words
A simple, widely used rule is called 3-2-1:
- 3 copies of anything that matters: the original, plus two more.
- 2 different kinds of storage, for example your computer and an external drive, or a drive and the cloud.
- 1 copy somewhere else, such as the cloud, or a drive kept at a relative's home, in case of fire, flood or theft.
Google Drive can be your "somewhere else", which is a good use of it. You still need another copy that you hold yourself.
A quick check for your own household
- Open Google Drive or Google Photos and check how much storage is used and how much is left.
- Check which folders and devices are actually syncing. Do not assume.
- Look for a recent photo on your phone and see if it is in the cloud.
- Ask: if this Google account were locked tomorrow, would we still have our photos?
- Find out who else in the family knows how to reach the account.
If the answer to the fourth question is "no", you probably do not yet have a backup. Our free checklist walks through making one.
Make it better in an afternoon
- Buy an external drive and copy your main photo and document folders to it.
- Download your Google Photos using Google Takeout once in a while, and keep that on your drive too.
- Check that your account has a recovery email and phone number that still work.
- Let a trusted family member know how to find the important accounts.
If you would rather not do it yourself
If your photos are spread across Drive, phones and old computers and you are not sure what is where, we can help. Try the risk assessment, or write to us. You keep ownership of your data, and the destination is your choice.