In short
- One copy is not a backup. Keep at least two more, in different places.
- A common rule is three copies, on two kinds of storage, with one stored away from home or office.
- Open and play a sample of every copy now and then. A copy you never test may be a copy that fails.
- Name one keeper, write down where the copies are, and set a yearly reminder.
Keep at least three copies of any film you cannot replace, on more than one kind of storage, with one copy in a different place. Check them once a year, and name one person who looks after them.
Why is one copy not enough?
A single copy fails in ordinary ways. A phone is lost, a laptop is stolen, a drive stops working, or someone deletes a folder by mistake. A link can also expire, as we explain in download-link expiry and access after delivery.
An event film cannot be filmed again. A wedding, a school graduation, a memorial or a company anniversary happens once. That is why a short, steady backup routine is worth the effort.
How many copies, and where?
A rule many people use is three copies, two kinds of storage, one away from home or office. In plain words:
- The working copy, on your computer.
- A second copy on a separate external drive.
- A third copy somewhere else, such as an online storage account or a drive kept at another location.
“Two kinds” means not both on the same type of device, so one failure does not take both. “Away” means a fire, flood or theft at one place should not reach the other.
| Where | Good for | Watch out for |
|---|---|---|
| Computer | Everyday use | Can fail or be stolen with everything on it |
| External drive | Cheap, simple, you hold it | Can be dropped or fail. Needs checking |
| Online storage | Kept off site, reachable anywhere | Account access, plan limits, ongoing cost |
| Drive at another location | Protects against loss at home or office | Needs a person to update it |
Pick what suits your size of collection. How much space your delivered video files may need helps you size the drives.
What should I copy?
Copy the final approved films and any complete recordings of speeches or ceremonies first. They are the hardest to replace. Add captions, transcripts and the permission notes from your handover list, because a film without its notes is harder to use safely later.
Raw footage is optional, and large. Keep it only if you expect to re-edit or reuse it. If you decide not to keep it, write that down.
How do I check that a copy still works?
- Compare the number of files and their sizes with your list.
- Play a few files from the beginning, middle and end, with sound.
- Look at the last-opened date to confirm you really checked that copy.
- Fix or replace anything that fails, from a good copy.
- Note the date and who checked, so next year you know when it was last done.
Do this once a year, and whenever you move to a new computer. Put it in the calendar. The video archive and handover planner can create the reminders.
Who looks after the copies?
Name one keeper and one backup keeper. For a company, use a role, such as “Marketing manager”, not only a person’s name. For a family, choose a relative who will still be reachable, and tell others where to ask.
Write down where each copy is, how to open it, and who has the passwords. Do not put passwords in the same place as the files.
What we confirm for your event
- How the files are delivered, online or on a drive.
- Whether we keep a copy after delivery, for how long, and how you request it.
- Which files we recommend you keep and which are optional.
Planning event videography? Send us the date and venue and we confirm these in the quote.
Tell us how you would like the films delivered and who will keep them. We note it in the quote so the handover matches your backup plan.
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