Free Backup Software: how to choose the best solution

You may think that choosing the best free backup software would be a simple task, as there is no shortage of options to choose from. But the reality is that you soon get bogged down in the details, options and complexity of what should be a basic process.

A good starting point might be to clarify precisely what you need, beyond the obvious idea of automatic backups. Think about the data you need to back up, where you'd like to save it to, how often to save it, how many versions to retain, what format you may wish the backup files to be and more. The options from the many backup programs that are out there can be overwhelming, so the clearer your initial objectives, the easier it will be to find the right solution.

In this guide, we'll delve into the world of free backup software. We'll look at some of the many options that exist, and try to find solutions to some of the problems you may encounter.

By the end of it, you'll know exactly what you're looking for in your backup tool of choice, and why simply using an external drive, or even Google Drive or Dropbox may not be enough. Essentially, you'll know everything that you need to make the right decision.

What Free Backup Software includes - and what it doesn't

It's certainly understandable that free backup tools are so tempting, but before committing to a particular piece of software or platform, it's a good idea to make sure that you understand what you'll be getting, and also what you won't.

The specific circumstances and needs of your business may, for example, limit your options. And while advanced features with complex and flexible options may appear initially enticing, if these features are never to be used, then the selection of such software is questionable.

Fortunately, many backup solutions target small businesses with modest requirements for backup systems, and some of them are even free. But ironically, choosing free backup software can often be even more challenging than choosing a premium one.

Open-source vs. Free Backup Software: What's the Difference?

Before delving into how to choose the right free backup software, it's a good idea to understand the differences between an open-source backup solution and a free backup solution. Contrary to popular opinion, they're not the same.

Open-source backup software features publicly accessible source code that can be inspected or modified by anyone with few if any restrictions. Although most open-source applications are managed by the community and offered free of charge, they often offer a combination of advanced features while also lacking in user-friendliness, making them a poor choice for users without technical expertise.

On the other hand, a free backup solution is software that is provided at no cost by the provider. This broad definition includes entirely free software and limited versions of more extensive software that effectively serve as a trial for users to experience the software's capabilities and potentially purchase the full-featured version. As a general rule, free backup software tends to be more user-friendly than open-source options.

While these two definitions can sometimes overlap, they also have distinct differences.

Not all open-source solutions are free, and not all free backup software is open-source.

Additionally, many free backup solutions are effectively light versions of the Premium Versions, for example SyncBack Free. And whether it's free, open-source or premium, this has no bearing on the complexity of availability of advanced features.

Backup files to the cloud for free: Are Google Drive and Dropbox good for backups ?

It may be tempting to use some of the (initially) free cloud backup solutions, such as Dropbox, Google Drive, NordLocker and many others.

And while these are infinitely better than no offsite backups at all, they have some serious limitations regarding their suitability for backing up your files and data.

One of the negatives is that although they may be positioned as back up solutions, in many ways they're closer to file sharing and synchronization.

Take Dropbox for example. If you were unfortunate enough to be hit by some sort of ransomware, not only would your local files be encrypted, but so too would the backed-up files on DropBox.

And if you were sharing files with someone else, virus and ransomware can even cross-infect the various machines with access.

And because of how the software works, you wouldn't even be alerted to this by email notifications, for example detailing the large number of unexpected changes.

More importantly, the free account only retains files for 30 days. If you need to restore data from before that time, there's nothing you can do about it.

Note that we're not dismissing the value of these tools - far from it. Using even the free and basic account levels (of platforms like Google Drive or Dropbox) as part of a multiple-platform strategy can be extremely useful. In other words they can work very well as additional layers of protection. And the paid versions offer far greater flexibility than the free plans.

Top 10 Free Backup Software for Corporate Use in 2023

Now that we've clarified the terminology, let's explore some of the many free backup software applications of 2023. Please note that the order of this list doesn't indicate any sort of preference; it's simply for ease of navigation.

1. BackupPC

As a well-established open-source backup software, BackupPC is a robust cross-platform tool that provides performance and compatibility across a wide range of operating systems. This software stands out for its capability to generate automatic backups from numerous client instances to a server. It prides itself on having an accessible web interface, data deduplication features, and data compression, not forgetting its adaptable configuration. Incredibly, with BackupPC, there's no need for client-side software installation. As an open-source backup software solution, its source code is readily accessible on both SourceForge and GitHub.

2. Amanda

Amanda, also knows as the Advanced Maryland Automatic Network Disk Archiver, is a powerful open-source backup software solution that allows system administrators to oversee and schedule the backup process of numerous user systems to a single server. The software offers support for a broad array of media types including optical media, tape drives, disks and more. Amanda also has native clients designed for both Windows and Linux users. This ensures effortless backups for an extensive range of systems such as Linux, Unix, and Windows.

3. Clonezilla

Clonezilla is a program designed for disk imaging and cloning, known for its efficient operation speed. Clonezilla provides two different versions, Clonezilla Live for regular users and Clonezilla SE for servers with a large number of machines. The software has the ability to conduct bare metal recovery, streamline system deployment, and effectively duplicate data by solely reading and copying utilized memory blocks. Clonezilla has the capability to work with around 40 or more machines at the same time.

4. Bacula Community

Bacula Community is an open-source backup solution that serves as a free alternative to Bacula Enterprise, a premium enterprise-level backup solution. The software can operate on various operating systems, can function through a web interface or command-line console, and comes with no cost. Bacula Community has the ability to produce backups on multiple storage types, provides extensive scheduling choices, and is relatively simple to set up and operate. Although it is regarded as more accessible than other options, users should possess fundamental command-line input skills.

5. Rsync

Rsync is a backup solution specifically for Unix systems, providing both a graphic interface and command-line operation. The software enables users to conduct backups on various devices, both locally and remotely, and includes the option for incremental backups. Rsync has the capability to synchronize systems with other hosts over the internet and can perform updates on the entire file system and directory tree.

6. UrBackup

UrBackup is a backup solution that is free and open-source. It has a specific focus but offers impressive features. The backup software has the ability to perform image-level and file backups without causing any interruptions to the system. Additionally, it can run incremental backups quickly. UrBackup offers the ability to restore from various locations using the client, web interface, or Windows Explorer. In addition, it has the capability to generate backups of drive volumes and recover them using bootable devices like USB drives or CD disks.

7. Duplicati

The main purpose of Duplicati is to create backups by duplicating data, as suggested by its name. This software supports multiple modern operating systems such as Linux, Windows, and macOS, as well as data-sharing protocols like SSH, FTP, and WebDAV. Encrypted backups can be stored in compressed form on either cloud storage servers or remote file servers by users. Additional features consist of transfer customization, filtering options, deletion rules, and various other functionalities.

8. Areca Backup

Areca Backup is a flexible open-source backup tool. It allows customization of backup areas, storage locations, scheduling and post-backup actions. It also has features such as splitting, encryption, compression, and a user-friendly interface (with a command-line console option). However, it may be more appropriate for personal backups than for company-level backups, as it is described as a "personal backup solution."

9. AOMEI Backupper

AOMEI Backupper provides a variety of features such as backup, system cloning, and file syncing, but it is limited to Windows compatibility. AOMEI Backupper offers a range of features, including scheduling options, file-level backup and restore capabilities, partition backup and cloning, imaging, and backup automation. These features are presented in a user-friendly interface. Please be aware that AOMEI Backupper Standard is solely intended for non-commercial use and is not available for free in other contexts.

10. Paragon Backup & Recovery

Paragon Backup & Recovery is a data management solution that includes backup capabilities. The software includes various features such as backup scheduling, targeted backups, disk space management, versioning, entire OS backup, and restoration from the Windows PE environment. The Paragon Backup & Recovery (Community Edition) free version is restricted to non-commercial use.

Something else to think about: what types of backups do you need?

When it comes to backing up your important files and data, there are many backup types to choose from.

Depending on your needs and preferences, you can choose to perform a full backup, incremental backup, differential backup, and that's before choosing file-based, image-based, cloud backups and more.

Full Backups

Full backups, whether on an external drive or the cloud, are an essential part of any comprehensive data protection strategy, designed to create a complete copy of all data and files on a system or storage device. This type of backup is particularly important to ensure the continuity of critical operations and minimize data loss in the event of an unexpected system failure or disaster.

When creating a full backup, often in the form of a backup image, every file on a system or storage device is copied and stored, creating a complete snapshot of all data at that particular moment in time. This means that in the event of a system failure or data loss, the entire system can be restored to its previous state using the full backup.

While full backups and a full backup image can offer a high level of data protection, there are also serious drawbacks. Due to the large amount of data being backed up, full backups can be time-consuming and require a significant amount of storage space, especially for large-scale operations. This can be challenging for organizations with limited resources or those that need to maintain critical systems 24/7.

Incremental Backups

Incremental backups are a type of backup that only saves the changes made to a file since the last backup. This type of backup differs from full backups that save an entire copy of all the data, and differential backups that save changes since the last full backup.

The benefit of incremental backups is that they save time and storage space by only backing up what has changed, rather than repeating the entire backup process every time. This makes them a popular choice for users with large data sets that are difficult or time-consuming to back up fully.

An effective backup strategy often involves a combination of full and incremental backups for comprehensive protection. Full backups can be used periodically to create a base copy of all data, while incremental backups can be used daily or weekly to capture changes and minimize the amount of data held in the backup. This approach provides both a complete copy of data for restoration and the most recent changes for quick recovery.

Differential Backups

In the world of data backup, one of the more popular techniques used is the differential backup. Unlike other backup methods, a differential backup saves only the changes made since the last full backup was performed. This method is ideal when frequent backups are required, but there is limited storage space available.

Differential backups ensure that the current state of the system or data is preserved without duplicating previously backed-up data. This efficient type of backup only captures changes, reducing the amount of data that needs to be backed up each time. This means that backups can be performed more quickly and can be scheduled more frequently, without the risk of running out of storage space.

However, it is important to note that recovering from a differential backup requires the most recent full backup in addition to the differential backup. This is because the differential backup only captures changes made since the last full backup, not the entire system or data.

File-Level Backups

File-Level Backups, also known as individual file backups, is a type of backup that targets specific files and folders on a computer system. This backup type is focused on preserving individual files and folders, rather than creating backups of the entire system.

When a File-Level Backup is performed, the backup software only copies and saves the selected files and folders to the backup destination. This ensures that only the important files and folders are backed up, reducing the time and space required for backups.

Image-Based Backups

Image-Based Backups refer to a type of backup that takes a snapshot of your entire system, including your operating system, programs, and files. This snapshot is saved as an image that can be used to restore your system to a previous state in case of a total system failure. Image-Based Backups are considered the most comprehensive backup type, but with a high price to pay.

The main negatives of image-based backups are the amount of time required, and the large amount of storage space needed by the backup images. Instead of only the important files and data being copied, every single file is backed-up and more.

Image-Based Backups do, however, offer reliable backup and restoration. Since these backups capture your entire system, you don't have to worry about missing files or irrelevant data. You can be sure that your system is fully backed up, so if something goes wrong, you can restore everything with confidence.

Cloud-Based Backups

In today's digital world, data loss can be catastrophic, leading to significant financial losses and damage to a company's reputation. And ultimately, a backup can only be as secure as the location it is stored.

For this reason, businesses are increasingly turning to cloud-based backups as a means of protecting their important data from potential disasters like cyber-attacks and natural disasters.

Cloud-based backups are a relatively new concept in data management, but one that has proven to be exceedingly important. This method involves storing data on secure and remote servers managed by cloud service providers. The advantages of this type of backup are many - they offer a secure, flexible, and cost-effective solution to data storage and protection.

One of the primary benefits of cloud backups is that they offer an unparalleled level of security. Cloud providers invest heavily in security measures such as encryption, firewalls, and other security protocols that keep data safe from prying eyes. Additionally, cloud backups can be accessed from anywhere in the world, making it easy to access data even in the event of a disaster.

Another significant advantage of cloud backups is their flexibility. They allow businesses to tailor their backup solutions to their specific needs, whether through incremental backups or differential backups, or by backing up individual files or entire disks. This level of customization ensures that companies can find a backup solution that works for them, no matter their budget or needs.

Cloud backups are also highly cost-effective. Instead of investing in physical storage devices like external drives or USB flash drives, companies can take advantage of cheap or even free cloud storage options. This frees up local space, saves the cost of investment in physical storage devices, and reduces the headaches of managing physical backups.

File Sync and Backup Software:

SyncBack V11 is the ideal Windows solution to effortlessly backup, sync, and restore all your important data files.

Ready to simplify your backup process? SyncBack is incredibly easy to use – just select what you want to backup, set up a schedule, and let SyncBack handle the rest. And with the Scheduler Monitor Service, you'll always know what's happening and remain in control.

SyncBack is available in three editions.

SyncBack Free:

Free backup software for personal, educational, charity, government, and even commercial use.

100% free, no spyware, no ads.

Backup and synchronize, easily restore files, schedule automatic backups and much more.

Offers full protection from viruses, malware, ransomware, hard disk failure, data corruption, theft and more

SyncBack Free - Free Backup Software

SyncBackSE:

The ideal Windows solution for home users who want to back up their personal files and data.

Backup or synchronize to a local or external drive, over a network, and via FTP. Copy open and locked files, keep previous backup versions, compress and encrypt your backups. With Easy and Expert modes for beginner and advanced users.

SyncBackSE - Robust & Reliable Backup Software

SyncBackPro:

The professional's tool to backup, synchronize, and restore data files.

SyncBackPro is the most powerful Windows backup software and synchronization utility of all.

Transfer media files to and from portable devices automatically. Backup your data files, pictures, emails, music files, documents, spreadsheets and movies. With notifications about profile runs, creation etc. scripting functions, and automatic drive failure detection (S.M.A.R.T.), SyncBackPro delivers the complete backup solution.

SyncBackPro - the Professional's Choice for Backup and Sync software

Conclusion

Selecting the best free backup software solution or backup programs for your business, organization or even home setup is a unique process for every individual, given the large number of options in terms of storage types, backup goals, realistic requirements and more.

It's also worth remembering that once you have a solid backup solution in place, you'll most likely stick with it for many years. So it's worth investing the time now to work out exactly what you're looking, and make a good choice based on those features.

Further sources of information:

How to Backup to Multiple Drives - many people have multiple storage drives. Here's how to back them all up.

Cloud Backup - why local backups are still important if you're using the cloud.

File Synchronization - how to copy between two locations so that the contents remain up to date.

How to Choose a Cloud Service - some of the key factors to identify the best cloud storage for your backup requirements and needs.

Backing Up Your Photos - how to prevent your treasured photos from being lost with the click of a button.

 

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