Fool proof data back up processes for the one-man-band

chris f

chris f

Veteran
Without getting into too many details (or a long, sad story), last week I made the terrible mistake of not backing up memory cards that I shot for a client and then formatted and re-recorded over 2 out of the 3 cards on my next shoot. Besides losing sleep and feeling terrible (literally had a nightmare about it last night), I'm trying to take this painful opportunity to come up sure-fire process that I can do for every shoot - no matter how big or small & no matter whether I am responsible for the data back up or not - so this never happens again.

What do you do to make sure this doesn't happen to you?

Like an airplane crash, something like this doesn't happen because of one mistake, but due to a series of circumstances and mishaps - some that were in my control, some that were out of my control - but could simply boil down to being overworked and having way too many varying responsibilities on my shoulders that week.


Current ideas I'm considering:

1. Purchasing more memory cards.
2. Buying a 2nd set of Pelican memory card cases, painting them an obnoxious color and only putting used cards in there that don't come out until they've been backed up.
2. Getting neon painter's tape and learn how AC's label and manage cards on shoots where there's a crew.
3. Purchasing 2 external SSDs, 2 extra card readers, and bringing my laptop to every shoot regardless of my role and not leaving set until cards are backed up. (would be looking for the fastest/most convenient options here to ensure that this is a repeatable habit - my concern is this habit slipping when you're at night on the third straight 12-hour day and you're exhausted).
 
What flavor of cards are these?

If SD Card, something like this might work https://www.amazon.com/Passport-Wireless-Portable-External-Drive/dp/B01F5LVTO4?ref_=fsclp_pl_dp_1

I'd like to think there are devices that can handle other cards as well. Something that can maybe use a USB card reader and copy things automatically for you. The above drive says it has a USB2 port that you can connect a reader to for other types of cards, and a 10 hour battery. Could be VERY useful and I may want to order one myself.

I'm not a fan of the tape for things like SD cards, it normally peels off inside the slot.

Card holders that are for formatted ready to use and for recorded need backup would be useful. Need not be special carrying cases, you a container with a slot in the lid to push the recorded cards into the container would work.

More cards are always a good choice if you can afford them. Enough for a whole shoot is great, but generally not feasible.
 
Tape on cards can be a mess and you can run out of tape.Tape can get jammed in cameras/readers.
Putting cards upside down in the same case is a no no.
Ditting on location is dangerous unless you.. have time, are not tired, wife not screaming for you to get home etc.
 
This depends on the size of your team and type of work. As a one man band, I always format every card I might use either at home or before the shoot. Once back at home after the shoot, the cards go on TWO hard drives, one internal RAID for editing and the 2nd that sits on a shelf. Once the cards are transferred they can go back into service.

- I try to never format cards in the middle of a job.
- Extra or plenty of cards is needed to make this happen.
- I do not put more than one job on a card.

This is manageable for my work but I try to stay diligent. Sorry to hear about your situation.
 
Purchasing more cards would be best.

If you're already overwhelmed and have various job responsibilities, there is no point to add more work for yourself and/or to trust someone else to do it. Unfortunately CFast cards are pricey, but it sounds like having more may be worth it for you.

(Although one still needs to concentrate and place cards that are full away in a safe place.)
 
1) Have plenty of cards(more than you would shoot in one day)(I know it’s not always possible depending on media used).
2) Format ALL cards before the shoot starts. Cards are never formatted during the shoot UNLESS there is a dedicated DIT on-site making multiple checked back-ups. And then ONLY if that is the only option.
3) Cards are clearly marked(paper tape or sticky note red flags work well)when they come out of the camera and placed into a safe “shot card” area(bag, case, dedicated person, etc.). I also have all of my cards permanently labeled with numbers(1, 2, 3, etc.) and shoot in numerical, sequential order which helps keep track of what’s been shot when you know what card you started on.
4) If you are the one responsible for dumping the footage, dump it at the end of the shoot and give the producer, etc. the drive, then dump them again when you get home. But regardless, make sure there are multiple copies before the cards are reformatted.
 
Any system will break down. The key is an insistence on established procedures and consistency in enforcing them no matter how rushed you are. I'd use something like your #2. But rather than an obnoxious color, simply have a case per project. I use SD cards. When the project starts, I have a label on the case with the name of the project. I fill it with freshly formatted cards on one side of the case and that side of the case is labeled "formatted". When I fill a card, it is returned to the case on the "used" side. I don't do this, but there is a write protect tab on SD cards that should be flipped when you are done with a card. Once the project is triply backed up (I keep two local offline copies and one cloud copy), then the project label can be removed from the case.
 
A container with a slot in the lid allows the card to be placed inside, but requires thought to remove it from the container.

If I needed another drive I'd probably buy one of the backup devices and give it a go. They do have up to 4TB at a cost (on Amazon) of $200. It looks like a great solution, but only if that solution works reliably, and that's the part I don't know without buying one.
 
Not a case per project. A case for hot media.

--

BTW does anyone know a case (beyond a jiffy bag :) ) that whill hold, CF, XQD, SD, micro SD and a flash drive from the producers daughter with the artwork?
 
Oh man, I feel your pain.

My solution was to buy the biggest cards I could find therefore minimising reel changes and potential screw-ups. And, to have a small card case with FORMAT written on it. Only cards that have been properly backed up go in that card case. It helps to stay paranoid too.
 
I use two (or more) Pelican cases, one for empty cards, one for full/exposed/cards. Each is labeled with colored tape and text. Goal is to have enough cards for 2-3 days of shooting (in case a really long day leaves us two sleepy to carefully back up). Some camops number their cards so there's a rough sense of how much material we have (and therefore how much backup time we need). Really varies depending on gig.

Also, I/we back up to two drives at lunch, end of day on location, or back at the hotel or home. Depending. Sometimes camera's responsibility (so on the clock), sometimes the producer's (depending on producer):

Could just use the computer, but working with a backup utility automates and double-checks stuff. Currently using/seeing these two:

https://www.imagineproducts.com/product/shotput-pro

https://hedge.video
 
Sorry to hear about your formatting snafu. We've all been there. It's awful.

My current strategy is to only use cameras that dual record onto two separate SD cards simultaneously. Then at the end of the day, I only remove the card from slot A, dump that footage into the computer, put the card back in the camera and then format ONLY that card. The card in slot B keeps filling up job after job. I only remove the card from slot B once it's almost completely full, and then check to make sure everything on it has already been backed up on the computer. Only then do I format that one.

Of course, this only works if you have SD cards with enough storage space. But it's worked well for me.
 
On my feature I backed up to a laptop after every day. What I would do is have my laptop ready, then at the start of wrap, I popped my card in, started the transfer and usually by the time I was done wrapping up camera it would be finished. If I wasn't too tired when I got home, then I'd dump from the laptop to an external hard drive as a second backup.
 
I just do four pelican card cases, two have a couple green stickers and a label that says READY and two have a couple red stickers and a label that says FULL.

I don't move them from full back to ready until they have been offloaded to a PC *and* backed up to a second source (always maintain two copies of anything).

I saw a clever sign in an edit room once that said "remember, it doesn't exist unless it's in two places" and right next to the sign was the exact same sign. Ha.

If you can't get through an entire shoot day (or project requiring multiple shoot days before non-rushed access to an offload computer) with enough memory cards to use the system above, you simply need more memory cards. In general, I try to have double the memory cards I need - you know, in case you have back to back shoot days and no energy that night for an offload or what not.

They aren't that expensive. I mean, not in comparison to the turmoil and regret you are experiencing now anyway, nor the cost of the reshoot. Memory cards are just the cost of the job.
 
Agreed on Memory Cards - more.

Depending on client, and workflow i would have :

Card #1 Day 1 AM
Card #2 Day 1 PM
Card #3 Day 2 AM
Card #4 Day 2 PM
Card #5 SPARE
etc..

and treat them like 'one use only' film on jobs, once used they go in the pelicase face/labelside down - so you clearly see they are done with on this job.

End of each day, use a program like Hedge to backup the cards to another storage format - as external 2.5" drives are so cheap - buy one for every client and keep. Do not format the cards, but put back case face down.

Only at then, at the end of the job and it's delivered would i consider formatting and using the cards again.
 
But if you are using expensive storage, having 100 cards may not be possible. Even having 100 SSD drives for cameras that use SSD isn't really feasible so there are times when they MUST be recycled before delivering the final product. Even really fast SD cards are enough money that I wouldn't want to buy 100 128GB cards right now.

I'd be surprised if they are other battery powered back up devices that take multiple USB connections (reader and hard drive) and offer automated backups. Seems like a perfect job for a Raspberry Pie. Could set something up with an android device and USB hub. But a self contained device with internal drive and built in card reader seems like a perfect solution (if it really works).
 
I have one of those WD hard drive doohickeys. It works pretty well. I’ve backed up SD cards, Atomos SSDs (via USB reader), and DJI CineSSDs via reader. For the money it’s a nice little backup, however I would never use it solely in the field and format cards before they’re in a second location.
 
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