Back Up Your Reference Files and Workspace Data
A reference-library backup needs more than the images. Original media preserves the pixels; workspace data preserves organizing work such as tags and relationships; canvas documents preserve your boards. Check where each is stored before choosing what to copy.
Inventory the locations
In refern, inspect the workspace's content roots and configured data location. A workspace may use several folders or drives, with a separate data folder. Do not assume backing up one visible image folder captures the whole workspace.
| Item | Include it because |
|---|---|
| Original images, videos, and documents | Previews cannot replace the source files |
| Canvas documents | They store layouts and supported element adjustments |
| Workspace database and associated data | They retain organization and relationships |
| Source, license, and permission records | They preserve context needed to use or share references |
Some generated previews can be recreated from available originals. That does not mean the organizing work in the database can be reconstructed from the pixels.
Make an independent copy
Use a backup destination independent of the working storage. A second folder on the same failing drive does not protect against that drive's failure. A sync service can also propagate accidental changes or deletions; understand its version history and restore behavior before treating it as a backup.
For a manual file-level copy, finish imports and saves, close refern, and then copy the required locations. Avoid copying a database while an active process is writing to it. Use supported backup mechanisms where available and inspect what the resulting backup includes.
Built-in workspace backups help with workspace recovery but do not replace independent backups of source media. Check actual backup contents and retention instead of assuming every historical version is retained.
Test a restore away from the originals
Restore into a separate test location. Keep the original workspace unchanged while testing. Open representative images and videos, inspect tags and notes, and check a canvas that uses files from each content root.
Confirm the restored workspace is using the restored sources, not silently reading the still-connected original drive. A board that opens while the original media remains available is not sufficient proof that the copy is self-contained.
Check paths, source availability, and workspace configuration before attempting a rescan or relink. A rescan cannot recover media that was never backed up, and external moves do not guarantee automatic repair of every relationship.
Before a migration or cleanup
Keep the source library and an independent backup while verifying a migration. Compare metadata and a representative set of files before removing anything. For duplicate cleanup, review candidates individually and check affected boards.
Normal in-place indexing avoids copying existing media during setup. It is a storage behavior, not protection against deletion, corruption, or drive failure. Imports, replacement edits, and file operations can still change stored files.
Revisit the plan when the workspace changes
Update the backup selection when adding a content root or moving the data location. Repeat a restore check after a substantial change and keep a note of what was checked. Choose a backup schedule according to how much work you could tolerate losing; this guide does not promise a universal interval or guaranteed recovery.