Back up your vault
Your documents and local vault data live on disk. A backup protects you from drive failure, accidental deletion, and moves to a new computer.
Why back up
PrivateDocs AI keeps your library on your computer. That keeps your work off the network, but it also means there is no automatic remote copy unless you make one. Regular backups are part of a sensible routine for important files.
What to back up
Back up the entire vault data folder the app uses. It normally includes:
- Your uploaded files — the copies the app keeps for search and viewing.
- Search data — what the app built so it can find relevant passages quickly.
- Catalog information — the app’s own records so lists, deletes, and searches stay consistent.
Copy the whole folder together. Copying only some document files without the rest of the folder will not rebuild a working vault.
Default locations
On a typical install, data is stored under a path that depends on your operating system. If you changed the location in a custom setup, use the folder your installer or admin documented instead.
| Platform | Typical path |
|---|---|
| Linux | ~/.local/share/PrivateAI/data |
| macOS | ~/Library/Application Support/PrivateAI/data |
| Windows | %LOCALAPPDATA%\PrivateAI\data |
How to back up
- Quit PrivateDocs AI so files are not being written.
- Copy the entire
datafolder to another drive, encrypted archive, or backup tool you trust. - If your policy requires proof of recovery, test a restore on a spare computer from time to time.
Backup tools that take snapshots (such as Time Machine or similar) can capture a consistent copy even while the app is open; for a manual copy, quitting the app first is still the simplest approach.
Restore
With the app closed, replace the current data folder with your backup (or merge only if you understand the risk). When you open the app again, confirm your documents appear and search works. On a new computer, install the app first, then place the backed-up folder where that system expects it.
Large app updates can change how data is stored. After a major upgrade, take a fresh backup and keep the old one until you have confirmed everything looks correct.
Protect backup copies
Backups contain the same sensitive material as the live vault. Store them on encrypted media, restrict who can access the files, and avoid sharing them through unsecured links. Pair this guide with Encrypt your disk for the computer that holds both the live vault and backup drives.
Next: Two-factor authentication, Passwords, or Encrypt your disk.