The 3-2-1 backup rule means keeping three copies of important data in total: the working copy and two backups, on at least two types of media, with at least one copy stored offsite. A small business can build toward that protection with removable drives, cloud backup, a NAS, or a mix—but there is no honest single price for a complete setup without knowing your data volume, computers, retention needs, and restore requirements.
What is the 3-2-1 backup rule?
The U.S. Cybersecurity and Infrastructure Security Agency (CISA) defines the rule as keeping “3 copies of any important file: 1 primary and 2 backups,” using “2 different media types,” and storing “1 copy offsite.” The purpose is to avoid depending on one device, one storage type, or one location. CISA’s data backup guidance describes the rule.
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- Three copies: the data you use plus two backup copies.
- Two media types: for example, a computer’s internal storage and a removable drive, rather than two copies on the same device.
- One offsite copy: a copy outside the business premises, such as cloud storage or a drive stored elsewhere.
A second local drive or a NAS can help with device failure, but it does not by itself protect against a fire, natural disaster, or theft affecting the whole site. Synology explicitly cautions that local backups do not protect against those events in its backup and data protection guidance.
Five ways to assemble backups—and what their prices actually tell you
The approaches below are not five equally priced products. Published prices are included only where a provider states a rate; hardware or full-system costs that have not been established are identified as such. A provider’s listed rate is not an independent price survey or a complete estimate for your business.
#1 Best Overall
- Easily store and access 2TB to content on the go with the Seagate Portable Drive, a USB external hard drive
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
| Approach | Offsite copy? | Price information | Key consideration |
|---|---|---|---|
| One computer plus an external backup drive | Not from the drive alone; add a separate offsite copy. | Drive price not verified; check the price for the capacity you need. | Keep the removable drive disconnected or physically separate when it is not being used. |
| Two rotating external drives | Yes, when one drive is stored away from the premises. | Hardware cost not verified; depends on capacity and what you already own. | Rotation takes time and must match how much recent work the business can afford to lose. |
| Endpoint cloud backup subscription | Yes, subject to the service’s coverage and account setup. | Backblaze lists Business Computer Backup at $99 per year; confirm how the price applies to your computers and account at checkout. | Backblaze Computer Backup does not support network drives or NAS devices. |
| NAS for centralized local backup plus an offsite copy | Only when paired with a separate offsite destination. | NAS hardware and cloud charges were not priced as a complete configuration. | Centralizes backups but remains at risk from events affecting the business site. |
| NAS or backup software writing to cloud object storage | Yes, when the workflow is configured to send a copy offsite. | Backblaze B2 lists $6.95 per TB per 30 days, with the first 10 GB free; egress may add a charge. | Check software compatibility, stored volume, retention, and expected recovery volume. |
1. One computer and an external backup drive
A removable drive can provide a second local copy for one computer. CISA includes removable media among backup options. To make this part of a 3-2-1 plan, arrange a separate offsite copy as well; the drive itself does not satisfy the offsite part while it remains at the business. Disconnecting or physically separating it when not in use also reduces the chance that a problem affecting the computer reaches the backup drive.
No current purchase price for a drive was established. Price a drive with enough usable capacity for the data and version history you intend to retain instead of treating an unsupported estimate as a typical cost.
2. Two rotating external drives
With two drives, one can be used for a local backup while the other is stored offsite; switch them on a schedule that fits the business’s acceptable data-loss window. If the schedule is weekly, for example, a problem could leave you without changes made since the last successful backup and rotation. The actual exposure depends on when the backup ran and when the drive was moved.
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- Easily store and access 5TB of content on the go with the Seagate portable drive, a USB external hard Drive
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
This approach can avoid a recurring storage subscription if you already own suitable drives, but it is not free to set up: capacity, acquisition, encryption, and staff time are business-specific. No hardware cost was verified. A rotation process also needs a named owner and a way to confirm that each drive’s backup completed.
3. Endpoint cloud backup subscription
Backblaze’s pricing page, checked October 7, 2026, lists Business Computer Backup at $99 per year. The page describes business features including multi-user administration and centralized management. That figure is a provider-listed price, not a verified total for a particular company: confirm at checkout how it applies to the number of computers and the account configuration before multiplying it into a budget. Backblaze pricing
The service page says the plan backs up user-generated data from computers and connected external drives. Backblaze separately states that Computer Backup does not support network drives or NAS devices. Do not assume that an endpoint subscription covers a NAS. Backblaze’s NAS and network-drive support information
Rank #3
- Easily store and access 1TB to content on the go with the Seagate Portable Drive, a USB external hard drive.Specific uses: Personal
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop. Reformatting may be required for Mac
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
4. NAS for centralized local backup, with a separate offsite copy
A NAS can centralize backups for several devices and run backup software, but it is still local unless it sends another copy to an offsite destination. Synology describes Hyper Backup options that include public cloud providers or C2 Storage, with versioning, compression, deduplication, and client-side AES-256 encryption. These are capabilities described by the provider, not a complete price quote or independent performance assessment. Synology backup guidance
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Repair common Windows errors and clear accumulated junk for a smoother, more stable PC - no reinstall needed.Free scan · no reinstallNAS hardware and offsite storage charges vary with capacity and configuration; no all-in price for this setup was established. A NAS can also add administration work, so include setup, monitoring, and recovery practice in the decision.
5. NAS or backup software writing to cloud object storage
For compatible backup software or a NAS workflow, Backblaze B2 can serve as an offsite object-storage destination. Backblaze’s pricing page, checked October 7, 2026, lists storage at $6.95 per TB per 30 days, billed on average stored data, with the first 10 GB free. The provider lists egress as free up to three times average monthly stored data, then $0.01 per GB above that allowance, except for some qualifying partner routes. A large restore can therefore affect cost; estimate likely recovery volume as well as stored volume. Backblaze B2 pricing
Rank #4
- Easily store and access 4TB of content on the go with the Seagate Portable Drive, a USB external hard drive.Specific uses: Personal
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Backblaze says Synology, QNAP, and TrueNAS NAS devices can back up to B2 through native applications, while its Computer Backup service does not back up a NAS. Confirm that your specific device and backup software support the workflow you intend to use. Backblaze NAS support information
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How to choose a setup and budget it
Start with the recovery need, not a headline price. A useful comparison must account for how many computers and how much data you have, how often data changes, how long you need versions, and how quickly you need to restore files. Cloud storage billed by stored data and endpoint backup priced through a subscription use different billing units and should not be compared as if they were equivalent.
- Data volume and retention: estimate the amount to protect and how many past versions you need to keep.
- Endpoints and workloads: count computers and identify shared folders, NAS devices, and connected drives; verify what each service actually covers.
- Recovery: consider how much data you might restore at once, how quickly you need it, and whether egress charges apply.
- Hardware and labor: include drive or NAS purchases where applicable, plus the time needed to rotate media, monitor jobs, and manage access.
- Location and media: verify that your plan uses distinct storage media and that at least one copy is genuinely offsite.
For any proposed plan, write down which copy is primary, which two are backups, where they live, how often each updates, and who checks completion. This exposes gaps such as two local copies at the same address or a computer-backup plan that excludes the NAS holding shared files.
Test that you can restore the data
A backup that has not been restored is an assumption, not a demonstrated recovery path. Schedule restore tests for representative files and, where possible, a broader recovery scenario. Confirm that files open, that the versions are the ones you expect, and that someone responsible knows the recovery steps. Synology’s guidance discusses isolated recovery drills and restore capability as part of data protection. Synology backup guidance
Quick Recap
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