How to back up design files after ‘handover’ or ‘sign-off’ is similar in definition and purpose. The design project has been completed. The files have been transferred from the designer to the client, and now the project and all of its data needs to be stored.
Much of the information written in this post is specific to my design clients, both past and recent, but that does not make the information irrelevant to the general reader looking for data storage tips. File storage and retention are important to anyone who cares about their time and money. No one wants the feeling of…
“I know, I will use the spare project I made! I accidentally deleted this one and…oh”Yes, that feeling.
This post has been written to be low in design jargon and easy to follow for those who are non-technical. Ideal if you’re less familiar with design processes. There are also more direct tips and tricks in data storage towards the latter end of this article.
In terms of how to back up design files after handover and sign-off, the mantra is based on practices and information shared by other experts. This is also a school of thought I try to adhere to when possible.
That mantra is the ‘3-2-1 rule’ for file storage. And this means:
*3 – 2 – 1 : Keep three copies of your data, using two different types of storage media, and storing one copy off-site. ( if you can ).
Also, please read the disclaimer for more details and check what information is most applicable. This website or other affiliated websites do not take responsibility for any loss or damage when attempting to store your data! Check and think before you act!
How to Back Up Design Files After ‘ Handover ‘ | Quick Answer
To protect your design files after handover or completion, store your data on high-quality external devices and consider using cloud storage. It is also recommended to store your precious files in more than 1 location to protect against loss or damage.
In the later stages of a design process, a designer often transfers files and content to a client. This can include print-only files or the entire project, as well as ideation and development. The action of transferring files is either included in the cost or requires an extra fee. These details should be outlined in a design brief at the start of a project.
The specifics and details of how files are supplied and transferred are handled on a case-by-case basis, as there is not a one-size-fits-all solution. Many designers will opt for the most direct solutions and transfer files over the Internet. This is the most cost-effective method for data transfer in the majority of situations.
In terms of how to back up design files, I would encourage a client to use hardware and equipment from a reputable brand and avoid budget ‘knock-off’ models imitating higher-end makes.
Here are 2 different storage methods to consider when understanding how to store your design files:
External Storage Devices: You can use pen drives, external hard disks, and standard DVD’s and CDs to create copies and backups of your own files for safekeeping.
Cloud Storage: There are various types of cloud storage available on the market. Some of these are free, and others charge a fee for larger volumes of space to store your data.
Storing Data Onsite-Offsite
Adhering to the 3-2-1 rule, it is recommended to store your files both on-site and off-site. Spreading your storage like this can better ensure resilience against loss or damage to your precious design files.
How to Back Up Design Files | In a Nutshell
In a nutshell, the idea of storing your design projects upon completion shouldn’t be complicated. Don’t put all your eggs in one basket!
Store your data on multiple secure devices and/or media. Don’t buy crumby storage solutions! Do your homework, and research the solutions that suit your needs and budget.
Last but not least… make sure to take your data into your own hands! Look after your stuff.
If this all sounds too scary and you want to take your data storage further, consider working with a specialist IT consultant in this area.
Important Disclaimer | Taking Responsibility for Your Project Files
Please remember: your files are your responsibility. Once your project files have been supplied to you or ‘handed over ‘, it’s a good idea to make sure you have your own secure copies and a simple backup system in place. This means you’ll always have access to your important files if something happens to your computer or storage.
Disclaimer Details: I do not store projects. I can’t take responsibility for the long-term storage, loss, corruption, or accessibility of files once they have been supplied to you.
Please make sure you keep your own backups and look after your files — just as you would with any other important business document.
It’s also worth remembering that design files can’t be guaranteed to be “future-proof.” Technology, software, operating systems, and file formats change over time. A file that opens perfectly today may require different software, an update, or even some conversion work in the future.
This is why keeping your original files, along with a couple of good backups, is one of the best things you can do to protect your investment in your design work. But that said, it still cannot guarantee usability or access to these files in the future.
How to Back Up Design Files After Completion | IMPORTANT – You Should Know!
As a client, DIY designer, or somebody who wants to take responsibility for their own design project. Before reading the how-to tips on backing up your design data, knowledge and preparation are key to making informed decisions about where and how to store your design projects.
This information is not just tied to my process but can also be applied to other design projects made by another creative professional.
The Importance of Backing Up Your Design Project ( Principle )
I cannot stress the importance of storing and securing a design project. To access, protect, and edit your work, you should, as the proprietor of a design project, keep an archive. This can help in a multitude of situations in the future. From wanting to create newer iterations of a design to having a spare just in case!
Managing Expectations on ‘Future-Proofing’ Design Projects
Future-proofing design projects can be challenging for a variety of reasons: From new emerging technologies to changes in common design practices, these scenarios can make current standards and software obsolete.
What is cutting-edge and industry standard today… may not be industry standard tomorrow!
The Adobe Creative Suite and its tools are the professional graphic designer’s tools of choice. But competition, new technology, new software versions, and artificial intelligence will impact graphic design over time. And, in turn, the projects a Graphic Designer creates.
Creating, or knowing how to back up, design files after handover does not guarantee usability in the future.
Regardless, it is still good practice to back up and store your project.
Example: Old Adobe Illustrator Files Not Working As Expected…
Typically, newer versions of Adobe Illustrator can read and open older ‘Adobe Illustrator’ files without issue. But there are occasions when it fails! THE STRESS!
You open your old Adobe Illustrator file, and it doesn’t render correctly, or artwork flattens, or an old clipping mask has gone askew and has broken the vector art in some way. These are just some of the rarer issues I have come across when working on older files. IF you are a student or a new DIY designer, you may want to know this yourself.
Working with older ‘legacy’ files can make projects more prone to failure or corruption – but not in every case.
Other examples I have run into when working on older Adobe Illustrator files are :
- Files not opening
- Chronic latency and lag
- Files corrupting or not rendering correctly
- Parts of the artwork not rendering
- Clipping masks have failed, flattened, or lost artwork
Etc, etc. Don’t get me started on working between Adobe Illustrator files on Windows and OSX! ( PC and Macintosh ). Well, a little something on this.
How to Back Up Design Files After ‘Hand Over’ | File Compatibility
Before reviewing more positive and actionable steps, you should know some crucial pieces of information regarding storing your files and file types.
Whatever can be read and/or opened now may not be able to be read, opened, or edited in the future. Be it on a current computer or another operating system.
Whether you are trying to read or see an old file to make edits or changes, compatibility between version types, data types, file formats, and operating systems can have an impact on whether you can change design files saved from device to device.
As a non-designer by profession, you’re also less likely to be able to open or edit files without specific training or software. I will detail my own policy, but this provides a general view to keep in mind.
Storing Design Projects Section | File Types ( Basics )
When considering how to store your design files after completion or handover, some of the information on the formats below could offer some basic guidance on these common print design type files.
JPGs & JPG Usage
A very common file type that is widely supported by practically all operating systems, browsers, and design software is the JPG! JPGs are not the best formats to work with in the pre-production stages of design. Neither are they best suited to print. But they are fine for display and embedding into design documents.
JPG Verdict: Fine for basic viewing, not the best for design and not suited for vector format design software ( unless outlined or image-traced)
PDF for Browsers – PDF for Print
PDFs are a common print format that can be viewed online or on your desktop. It should be noted that PDF’s are largely treated as print-ready files ( production-ready ) and are not great for creating and editing designs.
PDF Verdict: Great for storing and archiving. Used in print.
AI, PSD, INDD files … what are they?
.Ai files, PSD files, and .indd files have been the bread and butter for traditional graphic design for over 2 decades. Taught in design schools, these formats can be used for both print and digital design. Here is a breakdown of what these formats are and the software they work with.
.AI Files
.AI files, not to be confused with ‘artificial intelligence’, are for Adobe Illustrator. These vector file formats can be opened in Adobe Illustrator or other Illustrator-like programs that read vector files.
PSD – Photoshop
PSD files are for Adobe Photoshop. This format has been around for a while, and works best with photographic or painterly illustration. I have found. PSD files ( Photoshop files ) tend to age better than their ‘.AI’ counterparts and remain much more forgiving when working both back and forth between older versions of the files and Photoshop.
.indd is for Adobe InDesign
.Indd files – in short, these files work with Adobe InDesign. Not to be confused with the less popular QuarkXPress. InDesign is a popular desktop publishing tool for creating books, booklets, and paginated projects in various shapes and formats. It’s also great for formatting and editing card games.
Project ‘Size’ Does Matter ( Good Grief! ) When It Comes to Data Storage
This is something that needs to be taken into account when attempting to store your data. The size of your files in terms of Kilobytes, Megabytes or Gigabytes, all have a bearing on the hardware and formats in which you save your data.
Both physical and digital storage can have physical, administrative, and format limitations in place.
Physical storage: pen drives, sticks, flash memory, etc., come in various shapes and sizes. If your project is too large for the location where you are trying to store your data, you won’t be able to save your file correctly.
For example, you can’t store a 20 Gigabyte project on a 16 Gigabyte storage device. Keep this in mind when archiving a design project. External storage also needs to be formatted correctly to enable the transfer of larger projects.
Digital / Cloud Storage:
As entertaining as it would be to get my ‘generation boomer’ parent to look at the sky when discussing ‘Cloud Storage’, cloud storage, in terms of data, refers to storing data remotely – not in heavenly clouds.
Cloud storage comes with various pros and cons, which I feel neither inclined to answer nor feel fully qualified to answer! Based on first-hand experience, Cloud Storage platforms come with a cap on how much you can store for free. For larger volumes of space, it is not uncommon to have to pay certain fees and tariffs for premium space.
Mac & PC Operating Systems Are Not Always Friends
iMac ( OSX ) and PC ( Windows ) are not always as cooperative as you are led to believe. Although it is widely regarded that these systems are more cooperative than they used to be, occasionally I have run into issues when working on the same file between systems.
How to Back Up Design Files After ‘ Handover’ | Actionable TIPS list
Now that you have prepared and read some of the influences and factors in storing your design project, this actionable list is the juicy part. May this list of tips guide you on your path to learning how to back up design files after completion.
* Crucial * | Keep A Copy Of Your Project Somewhere Safe!
Once you receive your project files after handover or sign-off, save a copy of your project somewhere so that you can find it! Don’t rely on a single copy sitting on your computer! The old saying of “not keeping your eggs in one basket” applies.
Just remember where you store and keep everything, and make sure to keep it secure!
Keep More Than One External Storage Device!
A backup is simply another copy of your files stored somewhere else. If your computer breaks, is lost, stolen, or accidentally damaged, your backup gives you another copy to work from.
It should also be noted that external storage devices fail, get lost, or become incompatible with new and emerging hardware. Please keep up to date with new and emerging technology when backing up your design projects.
Consider Cloud Storage
Using ‘Cloud’ storage solutions makes backing up files much easier. They can also allow you to access your files from another computer if needed without relying on the limitations of hardware. You will need an internet connection to use cloud storage, and you should consider all the pros and cons of cloud storage before deciding how to store your files.
Don’t Forgo Physical Storage Solutions
Cloud storage is useful, but it’s also sensible to keep an additional copy on an external hard drive or USB drive ( or other similar products ). Ideally, you will want to keep your physical external storage somewhere separate from your main computer.
Don’t Rely on Your Designer To Store Everything Forever!
Your designer may keep project files for a period of time, but you should not assume that they will be available indefinitely. Businesses change, computers fail, and storage systems get replaced – and filled up!.
Once your files have been delivered, they are ultimately your responsibility to look after.
Speaking for myself, I can’t and don’t have the facilities to store, search and archive past client projects.
Keep The Original Files ( & don’t edit them! )
If you have been supplied with editable or working design files, keep these somewhere safe! You may not need them today, but they could be useful in the future if you need to make changes or ask another designer to work on the project.
It should also be noted – DON’T EDIT THE ‘ORIGINAL’ FILES.
Don’t Overwrite Your Only Copy
The feeling of cold sweat running down your spine as you save over your only file is one I would encourage you to avoid. Whether intentional or accidental, it’s best to avoid making changes to the original file that a designer created. If you make changes to a file, avoid saving over the ‘original’ design file where possible.
If you edit or save over the ‘original’ file, there may be no way of retrieving the ‘original’ design. The design can be lost in this case. Keeping more than one version of the same project is good practice in safeguarding against such scenarios.
One such example is as follows :
– Design_Project1_Final.AI
– Design_Project1_Final.AI _2026.AI
In this case, a copy has been created of the original file! Instead of overwriting the original file, you can make changes to your copy without compromising the original.
Be Careful When Deleting Old Design Files
A file or part of a project that looks unnecessary today may become useful later – it could also be an integral component to the project! If you’re unsure whether a file can be deleted, keep it until you are certain. Storage is generally much cheaper than recreating work from scratch!
Make Backing Up Design Files Part Of Your Routine
You don’t have to think about backups every day. Put a simple system in place and make it part of your normal business routine. The aim is to have more than one copy of anything important.
CDs & DVDs are Still Out There
Following on from one of the earlier suggestions, CD’s and DVD’s are another way to back up and store your design files after handover. You will, however, need CDs and DVDs to burn, and a DVD–CD writer/reader to view the disk contents.
Being Unable To View Files Doesn’t Make Them Useless!
IF a designer sends a project file that you cannot view, this does not make the file useless! To view particular files, you may need to have particular software to view the project and its components.
With design files, it is better to assume all that is included in the project is important. Regardless of visibility.
It should also be noted, that attempting open file – such as something created in Adobe Illustrator in Microsoft Word, will not open or render correctly. If it opens at all.
Formatting & Compatibility Between Mac and PC
When storing files and data on external hardware, the ‘formatting’ of these devices can impact how they are read and how they store data. As I am not an expert in IT and all technical aspects of data storage, I cannot offer a scholarly account of the differences between the formats.
I have found formatting devices to exFAT before adding data to be the most compromising when creating a format type for portable storage devices. Such as a 1 TB portable hard disk ( passport type )
ExFAT has allowed greater cohesion between these 2 systems for access, editing, storage reading, and writing.
How to Back Up Design Files After Handover – Bonus | Take Responsibility for Your Stuff
Don’t be that client who loses all their design data! You have already spent time and money to create or have something potentially of value. Keep your stuff safe and take matters into your own hands.
Systems fail, designers move on, software changes and moves on. Please remember: your files are your responsibility! Look after them.
If you have how to back up design files after handover useful. Feel free to bookmark, print off or stow for the future as a little handy helper for the future. But before moving away or reading something else. Please read the following disclaimer below – especially if you are a past client.
*Disclaimer: While I take care to supply project files as agreed, I cannot accept responsibility
For the long-term storage, loss, corruption, damage, or accessibility of your files once they have been supplied to you. Please ensure that you maintain your own backups and take reasonable steps to protect your digital assets.
It is also important to understand that design files cannot be guaranteed to be “future-proof.” Software, operating systems, file formats, technology, and hardware can change over time. A file that works perfectly today may require updated software, conversion or additional work in the future. This is another reason why keeping appropriate backups — and retaining important original files — is so important.
Taking a few minutes to look after your files now could save you considerable time, money and stress in the future.
Other helpful links around backing up and storing your data
- How to fix broken text boxes in Adobe InDesign (.indd )
- A board game design process example
- An illustrated Graphic Design process
- How to write a graphic design brief
- Why your black isn’t coming out right in print
- An example design journey
- The importance of design consultations
