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The 3-2-1 backup rule means keeping three copies of important data—the working copy and two backups—on two different types of media, with at least one copy stored offsite. A small business can build toward that goal with removable drives, a cloud backup subscription, a NAS, or a combination. The cost depends on data volume, number of computers, retention, hardware, and how much data you may need to restore; the published rates below are not complete system prices.
What is the 3-2-1 backup rule?
The U.S. Cybersecurity and Infrastructure Security Agency (CISA), in its Data Backup Options guidance, defines the rule this way: “3 – Keep 3 copies of any important file: 1 primary and 2 backups. 2 – Keep the files on 2 different media types to protect against different types of hazards. 1 – Store 1 copy offsite (e.g., outside your home or business facility).”
- Three copies: the file you use plus two backups.
- Two media types: use different kinds of storage rather than relying on one device or technology.
- One offsite copy: keep a backup away from the business premises.
A NAS or a second drive in the office can provide another local copy, but it cannot protect against a fire, natural disaster, or theft that affects the whole site. Synology makes the same distinction in its backup and data protection guidance.
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These approaches are building blocks, not five fully priced, equivalent systems. A complete comparison needs your hardware requirements, data volume, number of computers, retention period, expected restore volume, and administration needs. The provider rates below were published on pages checked October 7, 2026; hardware and full configurations were not priced.
#1 Best Overall
- Slim durable design to help take your important files with you
- Vast capacities up to 6TB[1] to store your photos, videos, music, important documents and more
- Back up smarter with included device management software[2] with defense against ransomware
- Help secure your important files with password protection and hardware encryption
- 3-year limited warranty
| Approach | Offsite copy? | Known price basis | Main consideration |
|---|---|---|---|
| One computer and an external drive | Not by itself; add an offsite copy | Drive purchase price not established | Keep the drive disconnected or separate when it is not in use. |
| Rotating external drives | Yes, when one drive is stored offsite | Drive purchase price not established | Rotation requires regular work and must fit your acceptable data-loss window. |
| Endpoint cloud backup subscription | Yes, through the cloud service | Backblaze Business Computer Backup: $99 per year, as listed on its pricing page | Confirm computer and account scope; the plan does not back up NAS/network drives. |
| NAS plus a separate offsite destination | Only when paired with one | NAS hardware and cloud charges not established | Useful for centralized local backup, but the NAS remains exposed to site-wide loss. |
| NAS or compatible backup software to cloud object storage | Yes | Backblaze B2: $6.95 per TB per 30 days; first 10 GB free | Check software compatibility, stored volume, and possible restore charges. |
1. One computer with an external backup drive
Use a removable drive for a local backup, then keep it disconnected or physically separate when it is not being used. That reduces its exposure to some failures affecting the computer, but it does not create an offsite copy. Add a separate backup location away from the premises to address that part of the rule. CISA includes removable media among backup options.
The drive price was not established, so get a current quote for the capacity and features you need rather than treating the hardware as free. Consider encryption and how frequently the backup will run.
Rank #2
- High-capacity external hard drive with up to 2TB of storage The ModusTech Facet portable external hard drive gives you dependable HDD storage in a slim 2.5-inch design. Multiple capacities available up to 2TB — back up photos, videos, music, documents, and game libraries with room to grow. A trusted external storage solution for everyday backup, media archives, and creative work.
- USB-C and USB 3.1 connectivity with included 2-in-1 cable The Facet ships with a USB-C to USB-C cable and tethered USB-A adapter, so this external hard drive connects to modern laptops, USB-C iPhones, tablets, and older USB-A computers without buying an extra cable. USB 3.1 Gen 1 (5Gbps) interface delivers real-world transfer speeds up to 100MB/s — fast enough to back up 50GB of files in about 8 minutes.
- Plug-and-play external hard drive for PC, Mac, and laptops Preformatted in exFAT and ready to use the moment you plug it in. The Facet works out of the box with Windows PCs, macOS Macs, MacBooks, Chromebooks, and laptops — no drivers, no software, no setup required. A true plug-and-play external hard drive built for everyday use across every major operating system.
- External hard drive for PS4, Xbox One, and Smart TV gaming The Facet is compatible with PlayStation 4, Xbox One, and Smart TVs with USB support. PS4 and Xbox One games run directly from the drive — plug it in, format through the console, and add to your storage. Also works with Smart TVs that support USB recording or external media playback.
- Slim, shock-resistant portable external hard drive — 160g At 2.5 inches and just 160g, this portable external hard drive is bus-powered through a single USB-C cable — no separate power adapter, no extra cables. Slim enough for a laptop bag, jacket pocket, or camera bag, with a shockresistant casing and faceted diamond-texture top panel that resists fingerprints and everyday wear. Backed by a 1-year limited warranty from ModusTech, a consumer electronics brand specializing in external storage.
2. Two rotating external drives
Use one drive for the current local backup while the other is stored offsite, then swap them on a schedule. This can limit recurring service fees, especially if you already own suitable drives, but it still requires you to buy or provide adequate hardware and carry out the rotation.
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1Fix the driver behind crashes, sound loss and screen glitches2Clear out junk files and repair common Windows errors3Scan for outdated or missing drivers - takes under a minuteChoose a rotation interval based on how much recent work the business could afford to lose. A drive that has not returned to the office or been updated for too long may leave the offsite copy stale. Acquisition cost, capacity, encryption, and staff time are business-specific; no hardware price was established.
Rank #3
- Massive capacity, up to 18TB capacity (1 1TB = one trillion bytes. Actual user capacity may be less depending on operating environment.).Specific uses: Business, personal
- Includes software for device management and backup with password protection (Download and installation required. Terms and conditions apply. User account registration may be required.)
- 256-bit AES hardware encryption
- SuperSpeed USB (5 Gbps); USB 2.0 compatible
3. Endpoint cloud backup subscription
Backblaze lists Business Computer Backup at $99 per year on its pricing page. The page describes business features including multi-user administration and centralized management. Confirm how the rate applies to the number of computers and your account configuration at checkout before calculating a business total.
The service page says it backs up user-generated data from computers and connected external drives. Backblaze explicitly says Computer Backup does not support network drives or NAS devices, so do not assume the endpoint plan covers a NAS. For device support, see its network-drive and NAS support explanation.
Rank #4
- USB-C and USB 3.1 compatible.Specific uses: Business, personal
- Innovative style with refined metal cover
- Password protection with 256-bit AES hardware encryption
- Formatted for Mac
4. NAS for centralized local backup, plus an offsite copy
A NAS can centralize backups from multiple devices and run backup software. It is still located at the business unless you send a separate copy elsewhere. Synology describes using Hyper Backup with public cloud providers or C2 Storage, including features such as versioning, compression, deduplication, and client-side AES-256 encryption.
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NAS hardware and cloud service charges vary by configuration and were not established as a combined price. Treat the NAS as a local backup destination, not as the offsite copy.
Best Value
- Massive capacity, up to 18TB capacity (1 1TB = one trillion bytes. Actual user capacity may be less depending on operating environment.).Specific uses: Business, personal
- Includes software for device management and backup with password protection (Download and installation required. Terms and conditions apply. User account registration may be required.)
- 256-bit AES hardware encryption
- SuperSpeed USB (5 Gbps); USB 2.0 compatible
5. NAS or backup software writing to cloud object storage
For a compatible NAS or backup workflow, Backblaze B2 can serve as an offsite object-storage destination. Backblaze lists a rate of $6.95 per TB per 30 days, based on average stored data, with the first 10 GB free. It also includes egress up to three times average monthly stored data; egress above that allowance costs $0.01 per GB, except for some qualifying partner routes. See the B2 pricing page for the provider’s terms.
That means storage volume alone does not determine the bill: estimate how much data you might retrieve during a recovery as well. Backblaze says Synology, QNAP, and TrueNAS devices can back up to B2 through native applications, while its Computer Backup product does not back up NAS devices. Its NAS support information explains the distinction.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How to compare the real cost of a small-business backup
Do not compare a per-computer subscription directly with a per-terabyte storage rate as if they covered the same workload. First identify what you are protecting and what restoring it would require.
The Tool Desk
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- Computers and workloads: count endpoints and identify shared data on NAS or network drives.
- Hardware: include suitable drive or NAS capacity, plus any additional equipment needed for a second media type.
- Retention: decide how far back you need to recover older or changed files.
- Offsite storage: include the recurring charge, if any, for keeping a copy away from the premises.
- Recovery: estimate the volume you might retrieve and whether egress fees could apply.
- Administration: account for the staff time required to rotate drives, monitor jobs, and manage access.
- Testing: verify that files can be restored, rather than assuming a completed backup job guarantees a usable recovery.
The listed Backblaze prices are provider-published rates, not a complete system estimate or an independent price survey. Taxes, region, data volume, endpoint count, retention, egress, and recovery needs can change the total. Hardware prices for drives and NAS devices were not established.
Make the backup plan recoverable
Backups are useful only if you can restore the files you need. Schedule restore drills: select representative files or a small set of important data, recover them to a safe location, and check that they open and contain the expected information. For a more substantial recovery, plan how the business would regain access to its data if the primary computer or the entire office were unavailable. Synology’s backup guidance discusses isolated recovery drills and restore capability.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
