First, if you’ve been backing up to USB flash drives, you are to be commended for at least getting your data off your computer and onto a separate, removable backup drive. That’s better than keeping EVERY copy of your data on your hard drive alone. (Why? Because, of course, if all your backups are on your hard drive, and that hard drive goes down, you are in trouble!)
But you need to revise your backup strategy at least a little in order to be safer. Why? Because USB drives aren’t super reliable target drives for QuickBooks backups.
I talk to people all the time whose company file gets badly damaged somehow. They think they are OK — “I’ve got a ton of backups on my flash drive!” But when they plug in their flash drive and try to restore these backups, the backups are corrupted and unusable. Or the USB flash drive itself is dead. That makes for a bad day (and a day when people call me for QuickBooks file repair).
It’s better — more reliable — to backup to an external hard drive or a cloud drive.
But regardless of whether you want to have your backup file on a USB flash drive, external hard drive, or the cloud, do this: Backup to your Windows Desktop, then copy the backup file from Desktop to your ultimate backup destination through Windows.
Why do this extra step? Because writing data to your local hard drive (where Desktop lives) is fast and reliable. QuickBooks is designed to read and write data to hard drives very well. Writing data, especially large files, directly from QuickBooks to other kinds of drives, however, can be problematic. I believe that slower write times leads to file writing errors, which leads to restore problems later on.
And if you make your backup initially to Desktop, it’s very easy to find your backup file when you copy it in Windows to your ultimate target drive, whether in the cloud, external HD or USB flash drive.
Bonus tip: If you try to restore a QuickBooks backup from a USB flash drive and the restore fails, try simply copying the backup file from the flash drive to Desktop, then try to restore the file from Desktop. This sometimes works when a restore directly from the flash drive fails.
Let’s face it….USB flash drives are as common as potato chips, and there is hardly anything more convenient than backing up to a USB flash drive and putting it in your pocket. But don’t rely on a USB flash drive as a mission critical piece of technology. And improve your odds by mediating the process through Windows Desktop.