Many people assume that storing files in iCloud Drive, Box, Dropbox, Google Drive, or OneDrive means those files are backed up. After all, the files live on remote servers managed by large companies with professional IT teams and redundant systems. But that doesn’t necessarily mean they’re backed up.

Cloud storage is incredibly useful and can absolutely help with recovery in certain situations, but it’s not the same as a true backup. Understanding that difference can save you from a frustrating or even devastating data loss.

What Makes a Backup a Backup?

A true backup creates a separate copy of your files through a process that’s independent from your normal saving. With cloud storage, saving is really syncing. As soon as you save a file, that version is updated everywhere. There isn’t a separate copy, just one version that exists across multiple locations.

With a real backup system like Time Machine, backing up happens separately. You continue working and saving your files, and on its own schedule, Time Machine creates copies. If something goes wrong at 2 PM, you can still go back to the 1 PM version.

Risks Not Mitigated by Cloud Storage

Cloud storage is helpful, but it doesn’t protect against everything. While systems are more reliable than they used to be, mistakes and unexpected issues still happen.

Here are a few common scenarios cloud storage doesn’t fully protect against:

• Inadvertent deletion: It’s easy to delete the wrong file or folder. With cloud storage, that deletion syncs everywhere. (Though you may be able to recover it from the trash if you catch it in time.)
• Accidental changes: A file can become corrupted, or you might make changes you later regret. Those changes sync instantly, making it difficult to roll back.
• Account compromise: Your data is only as secure as your account. If someone gains access, they could delete or encrypt your files.
• Account problems: Lost passwords, billing problems, or terms-of-service violations can lock you out of your account and your data.
• Ransomware: If files are encrypted by malware, those encrypted versions can sync to the cloud as well. While this is less common on Macs today, it’s still a risk.

How to Back Up Cloud Storage Files

The goal isn’t to stop using cloud storage. It’s to make sure those files are backed up just like everything else. There are two key things to keep in mind.

First, make sure the local copies of your cloud storage files are included in your backups. Most services store files locally in folders like ~/Library/CloudStorage/, while iCloud Drive uses ~/Library/Mobile Documents/. Time Machine backs up your user folder by default, but some third-party backup tools may exclude these locations.

Second, many cloud services offer options to store files only in the cloud to save space. These appear as placeholders on your Mac and won’t be included in most backups. Tools like Carbon Copy Cloner can handle this, but by default, those files are not protected.

To ensure files are stored locally, you can Control-click a file or folder and choose options like Keep Downloaded, Make Available Offline, or Always Keep on This Device. This works, but it requires manual effort.

Most services (except Box) also offer settings to keep files local by default:

• iCloud Drive: Turn off System Settings > Your Name > iCloud > iCloud Drive > Optimize Mac Storage.
  
• Dropbox: Click the Dropbox icon in the menu bar and then, in Dropbox > Account > Preferences > Sync, choose Available Offline for the Default Sync Preference. Note that this applies only to new files!
  
• Google Drive: Click the Google Drive icon in the menu bar, click the gear menu, choose Preferences, click Google Drive, and select Mirror Files for the My Drive syncing options.
  
• OneDrive: Click the OneDrive icon in the menu bar, click More, click Preferences, and in the Preferences screen, make sure Files On-Demand is turned off.
  

What About Version History?

Most cloud storage services other than iCloud Drive offer version history, allowing you to restore previous versions of changed or deleted files. Version history provides a safety net against inadvertent deletions or modifications, but it’s not a substitute for comprehensive backups. It has two notable limitations:

• Time: Version history is typically limited to 30–180 days, depending on your plan. You might not realize you need a deleted file or that your database has become corrupted until after that window closes.
• Trouble: Restoring many files from version history can be tedious compared to restoring from a proper backup. It might be fine for a file or two, but recovering from a more significant disaster might be difficult.

The Real Value of Cloud Storage

None of this means cloud storage is useless for disaster recovery. If your Mac fails, is stolen, or is destroyed in a fire, you can access all your cloud storage files as soon as you sign in to your account from a new or repaired Mac. You can even get to them from an iPhone or iPad. That also applies to Web apps like Google Docs, where data is never stored locally.

But cloud storage won’t protect against accidental deletion, file corruption, ransomware, or account issues. For that, you need separate, independent backups of all your files—including those stored in the cloud.

(Featured image by iStock.com/ismagilov)

Social Media: Do you think using Dropbox or iCloud Drive means your files are backed up? Wrong. Delete or corrupt a file, and that change syncs everywhere instantly. Here’s why cloud storage isn’t a backup—and what to do about it.