Backup and sync

Use this page for the recurring routines that keep workstation data synchronized and recoverable. It describes the intended roles of GitHub, Nextcloud, and HDD backups.

Backup-tool installation is documented separately from this recurring workflow. See Borg/Vorta configuration to apply the dedicated borg_vorta Ansible role, verify the installation, create or reconnect the repository, and choose its sources, retention policy, and schedule before using the HDD backup routine below.

Keep the native Dropbox/Nextcloud clients as the recommended approach for workstations. They react automatically to filesystem changes and provide desktop integration, including visible sync status and interactive conflict handling.

rclone may be suitable when synchronization is explicitly scripted or scheduled, when working with multiple servers, remote storage providers, or headless systems, or when reproducible command-line automation matters more than desktop integration. It is an alternative for those workflows, not a replacement for the Nextcloud/Dropbox clients.

The workstation setup uses the following default directory conventions:

Area Default location Purpose
Git repositories ~/repos Source code, documentation, text-based projects, and versioned configuration.
Nextcloud folders ~/Nextcloud Synced documents, PDFs, media, and shared project folders.
Local workstation data ~/workstation Local working data that is not managed through Git or Nextcloud.
HDD backup External HDD Versioned encrypted backup of local workstation data (via Vorta/Borg).


Avoid storing secrets directly in Git or shared folders. Use a password manager or encrypted storage for credentials and recovery material.

Daily routine

  • Commit or stash important Git work before leaving the workstation.
  • Push active Git branches that should not remain local-only.
  • Check that Nextcloud has finished syncing important files.
  • Keep external backup drives disconnected unless a backup or restore is running.

Weekly routine

  • Connect the weekly backup HDD.
  • Run or verify the Vorta/Borg backup.
  • Check that the backup completed successfully before disconnecting the drive.
  • Review local-only folders and decide whether they should become Git repositories, Nextcloud folders, or remain backup-only.

Monthly routine

  • Test that Vorta/Borg can list archives on the backup drive.
  • Restore a small non-sensitive test file to a temporary location.
  • Review whether important new folders are included in backup sources.
  • Confirm that password manager recovery and disk encryption recovery information are still accessible.

Emergency and recovery notes

Keep recovery material separate from the laptop and from a single cloud account:

  • password manager recovery information,
  • disk encryption recovery keys if used,
  • Borg repository passphrases or key material,
  • GitHub or institution account recovery options,
  • setup media or a tested way to reinstall Fedora.

Do not document actual passwords, private keys, or recovery codes in this repository.

Optional: Emergency USB recovery kit

An emergency USB stick can be useful when a laptop is lost, broken, or temporarily unusable. It is intended as a last-resort recovery aid, not as a replacement for GitHub, Nextcloud, or the regular HDD/Vorta/Borg backup.

Use it only if the additional maintenance effort is realistic. A stale emergency stick can create false confidence.

The USB stick may contain:

  • Fedora installation media or offline reinstall notes,
  • a copy of the workstation setup bootstrap instructions,
  • password manager recovery information, encrypted,
  • disk encryption recovery keys, encrypted,
  • Borg repository passphrases or key material, encrypted,
  • GitHub or institution account recovery codes, encrypted,
  • a short restore checklist.

Do not store unencrypted passwords, private keys, recovery codes, or account secrets on the stick.

Recommended maintenance:

  • Review the stick together with the monthly backup routine.
  • Update it after changes to recovery codes, backup passphrases, disk encryption keys, or password manager recovery.
  • Keep a small MANIFEST.md on the stick with the last review date and a non-sensitive list of contents.
  • Store the stick separately from the laptop and backup drive.