What happens to your files when you move to the cloud

Moving files to the cloud feels like one action, but it is three different jobs: syncing, backing up and archiving. They behave differently when something goes wrong, and mixing them up is how people lose work they believed was safe.

Sync keeps two copies the same

Syncing mirrors a folder between your device and the cloud. Delete a file in one place and it disappears in the other, because the software is told to make both sides match. Sync is convenient, and on its own it is not a backup.

Backup keeps a copy you can restore

A backup is a separate copy you can bring back after a mistake, a theft or a failed drive. The difference from sync is direction and history: a good backup keeps older versions, and deleting the original does not delete the copy.

A widely used rule is to keep three copies of anything important, on two kinds of storage, with one of them off-site. That general principle is worth remembering rather than any specific product.

Archive is for things you rarely open

Archiving moves files out of your working folder to save space, often at a lower price. The catch is access time. Some archive tiers take hours to return a file, and some charge for retrieval.

• Working documents: sync, so you can edit them anywhere.
• Irreplaceable items: backup, with versions, stored separately.
• Old projects and records: archive, once you are sure you will not need them daily.

Watch the small print on cost

Cloud plans change price and storage limits over time. Before you move a large collection, check what happens when you stop paying: some services keep files readable for a while, others restrict access and eventually delete them. Also check the export options, so leaving later does not mean downloading thousands of files one at a time.

Before you move anything

Check who can recover your files if you lose access to the account. Turn on two-step verification. Keep an offline copy of the few things you cannot replace. cisa.gov has general guidance on protecting data and on multi-factor authentication.

The bottom line: sync is convenience, backup is protection and archive is storage. Use all three for the right kinds of files, and keep one copy outside the cloud.