DevonThink: Backup strategy for 2023 - future proof

Future proof backups for generations

What is the best backup solution for DevonThink and for my data and how can I save them to be future proof? That questions I get ask alot and with this articel I will show you my backup solution.

Every year - again

Every year, my databases get moved around. Everything what I do not need for the next year, will be moved to a database "Old", so that I do not have to synchronise the old data, which I need just for references (i.e. bills, tax statement, bank statements).

But before I move all data, I export them to my NAS Synology. You can find the export under File->Export->Files and Folders, so that they can be kept outside DevonThink.

After the export I will copy all not relevant data into my "Old" database under a years folder. Why do I copy and not move them? Depending on the size of the data, the MAC or DevonThink could freeze, if you move data they get lost if the MAC crashes. Therefore, I copy all data before and then delete them.

Now lets backup the database using the internal script under Scripts -> Export -> Daily backup. The backup will then be saved to my Synology. You can also do a daily backup and once a year a final backup of your databases.

Still, the question is what is a

future proof backup?

If I think about it, only one solution I am aware of and that is text. Does not matter if it is text, markdown or RTF - text is bullet proof and that for over 50 years when the first computers were made.

However, it is not always possible today to save everything in text. The formating ist more important nowadays to have a nice looking document. Therefore, there is a need for a strategy:

My strategy for a future proof backup

is that I have everything as a file placed on my Synology. That means that all data are accessible without using the app or program. Further to this, I save for every OS version the respectiv programs onto my NAS. That means, if I have to downgrade, I can access all my data easily. Luky me I got my Synology and hard drives are not too expensive anymore, therefore I can afford to save loads of data onto this.

What can you do if you do not have a NAS or enough space?

I love my personal cloud and my Synology, however every now and then I test cloud solutions to see what is improved.

One backup solution is: iDrive from Canada.

You can easily backup your entire computer and also your external hard drives, NAS and other locations. It is possible to tell the program, to do periodically backups automatically.

There are apps for several operating systems:

• MAC
• NAS (Synology)
• iOS
• Windows
• Android.

Surely, the service comes with a cost of about EUR 180 / USD 170 per annum. However, the backups work without problems and if there is a problem with one backup, you get notified by email. The service comes with 5 TB of backup space - enough for several computer.

The cool thing is that you can backup external hard drives. I like to save my DevonThink databases on external hard drive and with that service, I can backup the entire databases easily.

Further to this, you can have also an instant backup for new data.

Personally, I keep my Synology and my backup strategy and improve it further.

How do you do your backups? Leave a comment!