Backing Up a Session So You Never Lose a Client's Work
By Written by Peter McVeigh
Drives fail and laptops get stolen. A simple backup system for studio projects, and what to tell your clients.
Every hard drive fails eventually. Laptops get stolen, and files get overwritten at the end of a long day. When that happens to a recording you were being paid to look after, you've got a problem that no apology can fix. Fortunately, a basic backup plan is neither expensive nor complicated.
A simple rule to start with
A widely used guide is the 3-2-1 rule:
Keep 3 copies of your work.
Use 2 different kinds of storage.
Keep 1 copy somewhere else.
For example, that could be your working drive, a second drive at the studio and a cloud or off-site copy. If the studio floods or is broken into, a backup sitting next to the computer won't help.
During a session
Back up at the end of every day before anyone goes home. On important sessions, consider backing up at breaks too. Many people find it easiest to copy to a second drive as a routine, the same way as saving your work. Don't wait for a project to finish.
What to save
Make sure your backup has everything needed to open the session:
The session file and earlier saved versions.
All audio, collected into the project folder.
Bounced mixes and stems.
Your notes, recall sheets and photos.
A list of plug-ins and versions, in case they aren't available later.
The most common trap is a session that points to files elsewhere on your computer. Use your software's "save a copy" or "collect files" feature so everything is in one place.
Print things for the future
Software changes, and old plug-ins stop working. When a project finishes, consider printing important tracks with their processing, along with the mix stems. If you ever need to come back to a song in ten years, audio files will be much easier to use than a session that needs software you no longer have.
Test your backups
A backup you've never tested is only a theory. Every so often, open a session from your backup drive and check that it plays correctly and nothing's missing. Replace ageing drives before they fail, and label each one.
Be careful with the cloud
Cloud storage is useful for your off-site copy and for sending files. Check how much space you have, how long it'll take to upload and how a provider's sync works. A sync service can copy a deletion or a corrupted file as easily as a good one. Look for version history, and consider it as part of your plan rather than the whole plan.
Name and find things
A backup is only useful if you can find what you need. Use a consistent folder layout, and keep a simple list of which projects are stored on which drive. The Studio File Naming and Folder Guide on our Documents page has a layout you can use.
Tell clients what to expect
Decide how long you'll keep client files, and tell them. For example, you could say you'll keep them for a year, and that clients are responsible for their own copies after that. Put it in your terms. It's fair to both sides and avoids someone phoning in five years expecting a miracle. If the data you're holding includes personal details as well as audio, keep that secure, too.
If something goes wrong
Stop using the drive straight away, as carrying on could make recovery harder. Check your other backups, then consider a data recovery specialist for anything important. Tell your client honestly and quickly if their work may be affected. It's better for them to hear it from you, along with your plan for what happens next.
What to do next
Look at the project you're working on now. Where are its copies? If the answer is "just on this drive", make a second one today. Then add a backup line to our Delivery Checklist, or just use the one that's already there.
Disclaimer
General information, not professional advice. Every session and client is different, so adapt this to your own situation.