The 3-2-1 backup rule is a time-tested data protection strategy developed by photographer Peter Krogh in 2005. Originally designed for digital asset preservation, it has become the gold standard for enterprise data protection and is now essential for organisations relying on SaaS applications.

The rule is simple:

• Three data copies - Original data in your SaaS app + Internal SaaS backup + ProBackup
• Two cloud destinations - SaaS platform servers + ProBackup’s AWS S3 encrypted storage
• One copy outside your primary SaaS platform - ProBackup provides a third-party independent, user-controlled backup

Why your SaaS data needs 3-2-1 protection

Many organisations assume their SaaS provider handles backups. This assumption is dangerous.

What SaaS providers protect against:

• Infrastructure failures
• Server crashes
• Platform-wide disasters.

What SaaS providers don't protect against:

• Human error - Accidental deletions, wrong imports, field misconfigurations
• Malicious users - Disgruntled employees, ransomware attacks
• User-level data loss - Individual record deletions, automation mishaps
• API integration errors - Third-party apps corrupting your data

SaaS platforms operate under a shared responsibility model. They maintain platform availability; you are responsible for your data integrity.

How ProBackup implements the 3-2-1 rule

Copy 1: Your Live SaaS Data

our original data lives in Asana, ClickUp, monday.com, or any of our 19+ supported platforms. This is your working copy - active, editable, and vulnerable.

Copy 2: Encrypted AWS Snapshots

ProBackup captures a complete snapshot of your API-available data once every 24 hours. All data is encrypted with AES-256 and stored in AWS data centres in Dublin, Ireland. No scheduling required. backup runs automatically after you connect via OAuth.

What gets backed up: Workspaces, boards, projects, tasks, items, subitems, comments, files, custom fields, activity logs, and version history.

Copy 3: Google Drive Sync (Pro & Premium)

Enable automatic sync to your own Google Drive account. Your data is exported to Google Sheets (with automatic handling for the 2-million-cell limit) and attachments are saved to folders—all in a format your team already knows.

This provides:

• Independence: Accessible even if ProBackup is unavailable
• User control: Your data, in your Google account
• Familiar format: No proprietary tools required to read your backups

The 3-2-1-1-0 Extension for Modern Data Protection

Security experts now recommend an enhanced version: 3-2-1-1-0.

Addition to the rule:

• One immutable or air-gapped copy - Google Drive sync creates an independent copy outside ProBackup infrastructure
• Zero errors after backup verification - Smart retries ensure complete data capture; weekly status emails confirm backup health
  

Where is my ProBackup data stored?

All backup data is stored exclusively in AWS data centres in Dublin, Ireland. Data is encrypted with AES-256 at rest and TLS during transmission.

Does the 3-2-1 rule apply to cloud applications?

Yes. Cloud applications protect against infrastructure failures, not user-level data loss. Human error, malicious deletions, and integration bugs require independent backup protection. The 3-2-1 rule ensures recovery from any scenario.

How does Google Drive sync provide offsite protection?

When enabled, ProBackup automatically exports your data to Google Sheets and Google Drive folders in your own Google account. This copy is independent of ProBackup infrastructure - accessible even if our service is unavailable.

What if my SaaS platform already has version history?

Platform version history (like Asana's or monday.com's) is typically limited in scope and retention. It won't protect against bulk deletions, account compromises, or data that ages past the retention window. ProBackup provides unlimited retention on Premium plans and enables point-in-time recovery across your entire workspace.

How quickly can I restore data?

ProBackup offers granular one-click restore. Recover individual tasks, comments, files, or entire projects in seconds. Browse your backup vault to find exactly what you need before restoring.