Creating Backups: A Discussion for Everyone

In our increasingly digital world, preserving precious memories and important documents is more vital than ever. For older adults and those who may not feel comfortable with technology, the idea of creating backups can seem overwhelming. This article is designed to help you to safely back up your photos and sensitive documents using dedicated USB drives, ensuring your information is protected and accessible only to you.

Why Back Up Your Pictures and Documents?

Life’s most cherished moments—family photos, letters, certificates, and legal documents—are often stored on computers or phones. Unfortunately, devices can fail, be lost, or become inaccessible. Backing up your files to a USB drive provides peace of mind, knowing your memories and important information are safe, even if something happens to your main device.

You might already use cloud-hosted accounts (like Google, Microsoft, or Apple) to back up your files. However, these cloud backups are not automatically accessible to your siblings or loved ones—unless you have set up special permissions or digital legacy access in advance. Without this, your important information may be locked away and inaccessible to those who need it most in an emergency or after you are gone.

What is a USB Drive?

A USB drive (sometimes called a flash drive or thumb drive) is a small, portable device that plugs into your computer’s USB port. It acts like a miniature hard drive, allowing you to store, move, and protect files easily. USB drives are affordable, reusable, and can be kept in a safe place for extra security.

For best results, keep your USB backup drive in a clearly labeled envelope or attach it to a keychain. Consider including a handwritten note or instructions in the envelope or attached to the drive—this can provide extra information, such as what’s on the drive, who it’s for, or how to access the files. This simple step can make it much easier for loved ones to find and use your backup when needed.

Step-by-Step: Backing Up Your Files

1. Choose a Dedicated USB Drive

  • Buy a new, separate USB drive from a reputable store—avoid reusing old drives for backups if possible. This helps ensure your backup is reliable and easy to identify.

  • Label your drive (e.g., “Family Photos Backup” or “Important Documents”) to avoid confusion.

    It’s also a good practice to put a simple readme.txt file on the drive itself describing what is stored, when it was last updated, and any instructions or notes for future users. This makes it much easier for anyone who finds the drive to understand its purpose and contents.

2. Plug in the USB Drive

  • Insert the USB drive into an available USB port on your computer. Most computers will recognize it automatically and show a notification or open a window displaying the drive’s contents.

3. Locate Your Files

  • Open the folder where your pictures or documents are stored (e.g., “Pictures,” “Documents,” or your desktop).

4. Copy Files to the USB Drive

  • Select the files or folders you want to back up. Right-click and choose “Copy.”
  • Open the USB drive window, right-click inside it, and choose “Paste.”
  • Wait for the files to finish copying. Larger files may take a few minutes.

5. Safely Remove the USB Drive

  • When copying is complete, always safely eject the USB drive before removing it. On Windows, click the “Safely Remove Hardware” icon in the lower-right corner. On Mac, drag the drive icon to the Trash (which turns into an Eject symbol).

6. Store Your USB Drive Securely

  • Keep your backup USB drive in a safe, private place—such as a locked drawer or safe. Consider making a second backup and storing it in a different location (like with a trusted family member).

Understanding Access and Security

Your files on the USB drive are only accessible when the drive is plugged into a computer. If your computer requires a password to log in, this helps protect your files from others using your own computer. However, if you plug your USB drive into any other computer, anyone with access to that computer can view the contents of your USB drive—your computer password does not protect the drive itself. For stronger security, some USB drives offer built-in password protection or encryption. With these features enabled, even if someone finds your drive and plugs it into their own computer, they cannot open your files without the correct password.

Alternatively, you can protect sensitive files by placing them in a password-protected zip file or archive on your USB drive. This way, even if the drive itself is not encrypted, the contents of the protected archive cannot be opened without the password. Most computers allow you to create password-protected zip files using built-in tools or free software. This is a simple option for adding an extra layer of security to specific files or folders.

🏢 For most non-technical people, storing your USB drive in a lockbox, safe, or other keyed storage is often more practical than using encryption or password protection. Physical security can be just as effective, and it makes it easier for trusted family members to access your backup if needed.

Tips for Older and Non-Technical Users

  • Ask for help from a trusted friend or family member if you’re unsure about any step.
  • Write down instructions and keep them with your USB drive for future reference.
  • Set a regular schedule (e.g., once a month or quarter or year) to update your backup.
  • Do not share your USB drive or your computer password with anyone you do not trust completely.

What About Phones and Tablets?

Many smartphones and tablets can also connect to USB drives (sometimes called “OTG” or “On-The-Go” drives). You may need a special adapter, but many phones already have USB connections that let you plug them directly into a computer. If your computer has two USB ports, you can connect both your phone and your USB drive at the same time—then simply copy files from your phone to the USB drive using your computer’s file manager. Most modern phones also allow you to copy photos and documents to a USB drive using the built-in file manager app. Ask a family member or check your phone manufacturer’s website for specific instructions.

Planning for the Future: Digital Legacy Management

It’s important to think about what happens to your digital files after you’re gone. Many major technology companies offer ways to manage your digital legacy, allowing you to choose who can access your accounts and files in the future.

If you do not set up digital legacy access in advance, your loved ones may face specific and often arduous legal steps to gain access to your digital assets—especially if you become incapacitated or pass away. These processes can involve court orders, proof of relationship, and lengthy paperwork, and may still result in denied access. Planning ahead is essential to ensure your important files and accounts are available to those who need them.

Helpful Digital Legacy Resources

For more information on digital legacy management:

Service/Resource Link
General Guide Digital Legacy Association
Google Account Inactive Manager Google Inactive Account Manager
Microsoft Digital Legacy Microsoft Legacy Contact
Apple Digital Legacy Apple Digital Legacy
USA Gov - Death of a Loved One Dealing with the death of a loved one

Final Thoughts

Taking the time to back up your pictures and sensitive documents is a gift to yourself and your loved ones. With a little preparation, you can ensure your memories and important information are safe, secure, and available when needed. Remember, you don’t have to do it alone—help is always available, and every step you take makes a difference.

Related Resources & Further Reading

For more on digital legacy, e-waste, and making the most of older computers, check out these MIJUG.NET articles:

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This article is a first draft. Please share your feedback or questions so we can make this guide even more helpful for everyone.