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To keep your data safe, protect both the devices and accounts that hold it: encrypt devices and important files, keep tested backups, use unique passwords with a password manager, turn on multifactor authentication (MFA), and install software updates promptly. These measures reduce common risks, but none guarantees that every incident can be prevented. If you are asking “How do I keep my data safe?” or “How can I protect my personal data?”, start by deciding what information you need to protect and how you would recover it.
What data security means—and what can go wrong
Data security means keeping information from unauthorized access or tampering while ensuring it remains available to you. These goals are often described as confidentiality, integrity, and availability: information should be private, trustworthy, and recoverable when needed.
Different incidents threaten different goals. A lost or stolen device can expose files that are not encrypted. Malware can steal or alter information, while ransomware can make it inaccessible. A hardware failure or accidental damage can also destroy data without anyone breaking into an account. The protections below address several of these risks, but each has limits.
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Protect data stored on devices
Encrypt the device or storage
Encryption makes stored information unreadable without the right credential or recovery key. Full-device encryption covers the device’s storage; removable-drive encryption protects a portable drive; file encryption covers selected files. The right scope depends on your device, its operating system, and what you need to protect. CISA explains why unencrypted device data is at risk in its guide to protecting data stored on devices.
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Encryption is not a substitute for other safeguards: it does not necessarily protect files while the device is unlocked, or prevent access through a compromised account. Before enabling encryption, make a backup, follow the platform’s instructions, choose a long, unique unlock password, and store recovery information somewhere secure. Confirm that you can retrieve the recovery key and regain access before relying on the encrypted device.
Choose the coverage that fits
- Whole-device encryption: Covers the device’s storage and is a useful default for a computer or phone, if supported.
- Drive encryption: Protects removable storage if it is lost or stolen. Keep its recovery information separate from the drive.
- File encryption: Can protect especially sensitive files when broader encryption is unavailable or when you need to protect only selected items.
Back up data so you can recover it
Encryption helps guard confidentiality; backups help preserve availability after a failure, accidental deletion, or ransomware incident. Two practical backup destinations are an external hard drive and a cloud service. They differ in where the copy lives, how it is reached, and how recovery works. CISA discusses both in its device data guidance.
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| Backup destination | Useful for | What to consider |
|---|---|---|
| External hard drive | A local copy that you control and can access without an online account. | Connect it for backups, then disconnect it and store it securely between backup sessions. If it stays connected, some threats may reach it too. Check that the drive and its encryption or recovery setup are usable. |
| Cloud backup | An off-site copy that may be accessible when your local device is unavailable. | Vetting matters: review the service’s security controls and account-recovery process. A cloud copy depends on access to the account and service. |
Choose a schedule that keeps the copy recent enough for your needs, and automate backups where the option is available. Most importantly, test recovery: restore a sample file or otherwise confirm that you can retrieve backed-up data. CISA’s 2020 Cyber Essentials Toolkit recommends automated backups, offline copies, and periodic recovery testing; it is general guidance, not a current technical standard.
Secure access to your online accounts
Use unique passwords and a password manager
Use a different, strong password for each important account. A password manager can generate and store unique passwords, reducing the temptation to reuse one across email, banking, healthcare, social, file-storage, or work accounts. Protect the manager account with a strong password and MFA where offered.
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Turn on MFA
MFA requires another proof of identity in addition to a password. Enable it for important accounts wherever the service offers it, especially email and accounts that can reset access to other services. CISA recommends MFA and advises organizations to prioritize phishing-resistant methods where available. Its MFA guidance explains the broader options.
| Method | What to weigh |
|---|---|
| Security key | CISA identifies phishing-resistant MFA as a priority for organizations where available. A physical key may offer strong protection, but account compatibility varies; check that the service supports it and plan how you will recover access if the key is lost. |
| Authenticator app | An app can provide an additional sign-in factor when an account supports it. Check the service’s recovery process and keep any backup codes or recovery options secure. |
Use the strongest method your account supports and that you can reliably recover. CISA’s guidance on strong passwords and turning on MFA offers additional general advice.
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- The available storage capacity may vary.
Keep devices updated and watch for phishing
Install operating-system and application updates promptly. Updates can address security weaknesses, but they do not replace encryption, access controls, or backups. Be cautious with unexpected messages, links, attachments, and requests for credentials—even if they appear to come from a familiar person or service. If a message seems suspicious, use a known, separate channel to verify it rather than replying or opening its attachment. CISA’s phishing guidance covers recognizing and reporting suspicious messages.
Antivirus software alone is not a complete security plan. Device updates, careful sign-in practices, encryption, and recoverable backups address different parts of the problem.
For a small organization: add access controls
Personal-device advice is not a compliance checklist. A small organization should also limit access to people who need it and ask its IT provider to require MFA for email, file storage, and remote access. CISA says password-only protection is insufficient for businesses and recommends phishing-resistant MFA for business accounts, particularly for remote and privileged access. Its MFA guidance for organizations describes this priority. The appropriate controls depend on the organization’s systems and obligations.
Quick Recap
A manageable order of operations
- Back up first. Make a copy of important files to an external drive or a vetted cloud service.
- Turn on device encryption. Follow the device maker’s instructions, store recovery information safely, and confirm you can recover access.
- Protect account sign-ins. Replace reused passwords with unique ones using a password manager, then enable MFA on important accounts.
- Update devices and apps. Install available security updates and enable automatic updates when practical.
- Test your backup. Restore a file so you know the recovery process works.
- Keep a local drive offline between backups. Disconnect it and store it securely when it is not being used.
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