An external drive gives you a local copy, while cloud storage can keep selected files available across devices; neither should be mistaken for a complete recovery plan without checking what it saves and how files can be restored. For household records that would be difficult to replace, use copies in separate locations and check folder coverage, backup-tool compatibility, version retention and account recovery. The National Cyber Security Centre cautions that neither local nor cloud backups resist destructive ransomware actions by default.
If losing documents, photos or scans would be highly disruptive, prioritise a copy stored separately from the original. The National Cyber Security Centre defines a backup as a copy of important data kept in a separate safe location.
If files move between your computer, phone or tablet, check which folders the service covers, what remains available offline and how you would regain access to the account. Microsoft, Google and Apple describe different folder, offline-access and recovery settings for their services.
An external drive keeps a copy under your physical control, but its format must suit the computer and backup tool you intend to use. Seagate, for example, distinguishes cross-platform file access from compatibility with built-in backup utilities.
Decide what loss you need to recover from, then check how each proposed copy is created, stored and restored. A local drive, a synchronised cloud folder and a dedicated backup service can serve different parts of that routine.
| Concern | What to check | Who this matters to |
|---|---|---|
| Recoverable separate copies | Check which folders are copied, where the copy is kept and whether you can restore a file. The National Cyber Security Centre warns that local and cloud backups are not ransomware-resistant by default. | If my computer fails or a file is deleted, I need a copy I can still restore. Around 33% of consumers would put that recovery need first. |
| Automatic multi-device access | Check the selected folders and whether files are streamed, mirrored or retained as restorable versions. Google says mirroring stores a full local copy, while streaming uses less local space. | When I switch devices, I want current files without remembering to copy them manually. Roughly 27% of consumers would prioritise that continuity. |
| Privacy and account recovery | Check the encryption option and the recovery methods you would need if you lost access to a device or account. Apple requires an alternative recovery method before enabling iCloud Advanced Data Protection. | For sensitive records, I want control over access without losing my own route back to the files. Around 20% of consumers would make that their primary concern. |
| Local access and compatibility | Check the drive format against your operating system and backup utility, as well as how much space your files need. Seagate says exFAT suits cross-platform access but is not compatible with or recommended for File History or Time Machine. | If my connection is unreliable, I want a copy I can reach locally. About 20% of consumers would put straightforward local access first. |
A change or deletion can affect synchronised files, and recovery depends on the service's settings and retention rules. The National Cyber Security Centre also cautions that cloud storage is not resistant to destructive ransomware actions by default.
Check that your important folders are covered, then try the restore procedure and confirm how earlier and deleted versions are handled. Keep another copy of records you cannot readily replace.
Seagate says exFAT can be used for Windows and modern macOS file access, but is not compatible with or recommended for Windows File History or macOS Time Machine.
Decide whether the drive is for files shared between computers or for one built-in backup utility. Copy existing files elsewhere before changing its format, as reformatting may erase them.
With iCloud Advanced Data Protection, Apple says recovery of end-to-end encrypted data depends on the account holder's configured methods; Apple cannot recover that data for them.
Set up the applicable recovery contact or recovery key before enabling the option, and keep the recovery information separate from the device you are protecting.
A backup routine may also need room for new files, mirrored copies or earlier versions. Recovery windows differ by provider and feature: Microsoft describes a 30-day OneDrive file-version history, while Backblaze describes several history options for Personal Backup.
Check expected file growth alongside the service's version and deletion rules before deciding whether the arrangement meets your recovery needs.
Relevant when a household uses OneDrive for selected computer folders and may need earlier file versions.
Relevant for households using Drive for desktop that need to choose between local storage use and offline availability.
Relevant to Apple-device households considering iCloud storage, backup and account recovery.
Relevant when a household wants a dedicated computer-backup service with defined file-history choices.
Relevant when comparing a drive for cross-platform file copies with one dedicated to a computer's built-in backup tool.
These external drives are options for keeping local copies of household files. Choose the capacity and device fit for your own routine, and arrange a copy in another location if losing the drive would leave you without the records.
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Consider this for a separate local copy of documents and photos if 2TB suits the files you need to keep.
Portable external hard drive; 2TB. Before using it across computers, confirm compatibility with your exact operating systems and backup software, then decide where a separate-location copy will be kept.
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This Mac-oriented drive is worth considering for a local copy when household files call for its stated 5TB capacity.
Portable external hard drive; 5TB. If you also plan to use Windows, check the driver and compatibility requirements for your exact system. Confirm the applicable warranty terms and how your backup software restores earlier files.
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Consider this portable SSD for a local copy if its 1TB capacity and USB-C connection fit your devices and files.
USB 3.2 Gen 2x2 external SSD. Check compatibility with the exact device you will use, particularly for the model-specific iPhone recording and magnetic-attachment uses named in the listing. Confirm the format and restore method needed for your backup routine.
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This is an option for a straightforward local copy when 1TB covers the files you intend to back up.
Portable external hard drive; 1TB. Check the required format before using it with a Mac or a built-in backup utility, and plan how to keep another copy away from the computer.
Not on its own without checking recovery. Confirm which folders sync, whether earlier or deleted versions can be restored, and for how long. Google warns that unsynchronised changes may be lost during an incomplete change of Drive for desktop mode; the National Cyber Security Centre says cloud backups are not ransomware-resistant by default.
A suitable format can allow ordinary file access on both: Seagate cites exFAT for Windows and modern macOS. Seagate also says exFAT is not compatible with or recommended for File History or Time Machine, so check the format required by the backup utility you intend to use. Copy files elsewhere before reformatting a drive.
The window depends on the service and recovery feature. Microsoft describes 30-day OneDrive file-version history; Backblaze describes different Personal Backup history options; and Apple says deleted iCloud Drive files can be recovered within 30 days unless permanently removed. Check the terms of the feature you will rely on rather than treating any cloud folder as indefinite storage.
Yes. Apple says that with Advanced Data Protection enabled, it cannot recover your end-to-end encrypted data for you. Set up an alternative recovery method, such as a recovery contact or recovery key, before enabling it and keep that method accessible if your device is lost.