Choose according to what you may need to restore and where you need to access it: a disconnected drive keeps a local copy, cloud backup can automate an off-site copy, and synchronisation makes current files convenient across devices but can also spread deletions. The National Cyber Security Centre advises considering both online and device-based copies; combining them adds setup and ongoing maintenance.
If you need to recover work, coursework or photos after a device failure, deletion or unwanted change, check what the backup can actually restore—not just how much it stores. This concern is reflected in the National Cyber Security Centre’s backup guidance.
If you want current files or photos on more than one device, check whether the service synchronises files or keeps a separately recoverable backup. The Information Commissioner’s Office and Apple explain how changes can appear across connected devices.
Working records may need both reliable restoration and controlled access. If files include other people’s personal information, the Information Commissioner’s Office says security responsibilities depend on the data and your role.
Start by listing the devices, folders and photos you need to protect; then decide whether your priority is restoring earlier files, reaching current files on other devices or keeping a local copy away from an online account.
| Concern | What to check when buying | Who this matters to |
|---|---|---|
| Recovering earlier files | Check which files are covered, how to restore them and how long previous or deleted versions remain. Microsoft describes a 30-day OneDrive rollback for Microsoft 365 subscribers; Backblaze states a 30-day default version history. | If losing or changing a work file or photo would leave me without a usable copy, I want a clear restore process and enough history to reach an earlier version. Around 33% of consumers would put recovery first. |
| Access across devices | Check supported devices, upload settings and whether changes or deletions synchronise. Apple says iCloud Photos deletions appear across connected devices, with a 30-day Recently Deleted recovery period. | When I need current work files or phone photos on another device, I care about where they can be opened and what happens if I delete one. Around 27% of consumers would prioritise cross-device access. |
| Capacity and ongoing cost | Measure the files you intend to protect, allow for growth and check whether several devices share one storage allowance. Compare a drive’s capacity with the cloud plan’s included storage and recurring charges. | If I am protecting a growing photo library as well as work or study files, I need enough space without taking on more ongoing storage than I need. Around 20% of consumers would prioritise capacity and cost. |
| File privacy | Check drive encryption, account access controls and sharing settings. If files contain client-related personal information, assess any applicable responsibilities separately. | When my backup contains private files or information about other people, I want to know who can access it and how a lost device or account would be protected. Around 20% of consumers would put confidentiality first. |
With iCloud Photos, Apple says deletions appear on other connected devices. The Recently Deleted recovery period is 30 days.
Check how deletion and recovery work, and keep a separately managed copy if you need a longer recovery window.
The National Cyber Security Centre warns that some viruses can affect connected backup devices.
Disconnect the drive after a backup and store it securely. Consider keeping another copy separately.
A drive or subscription may not cover every device, folder or photo library you want to protect.
List the files and devices you need, then check coverage and version history against the exact service or drive setup.
The My Passport portable HDD line is relevant if you want a local copy of computer files or photos.
The T7 Shield portable SSD is an option to consider for a frequently carried local copy.
OneDrive is relevant if you want current files available across devices and need to consider recovery options.
iCloud Photos and iCloud+ are relevant if you organise an iPhone photo library across connected devices.
Its Computer Backup service is relevant if you want automatic off-site copies of computer files rather than relying on a shared sync folder alone.
These products are external drives for keeping a local copy of computer files or photos; check each model’s capacity and device compatibility against your backup plan.
No image available
A local file-copy option for a computer-and-phone workflow.
1TB capacity; USB Type-C and USB 3.2 Gen 2 connectivity.
Compatibility listed for PCs, Macs and Android devices. The listing gives an IP65 rating; do not submerge the drive.
No image available
A portable local-storage option for carrying a separate copy of work files or photos.
2TB capacity; read speeds listed at up to 800 MB/s.
The description states up to 2-metre drop protection and compatibility with devices supporting USB.
No image available
A portable local copy option for computer files or photos.
2TB capacity; scheduled backup software and 256-bit AES hardware encryption are listed.
Compatibility listed for Windows and macOS. The drive is not IP-rated waterproof; avoid liquid exposure and severe drops.
No image available
A portable local-storage option, with the listing also describing direct ProRes recording for specified iPhone models.
1TB capacity; USB 3.2 Gen 2×2 Type-C interface and transfer speeds listed at up to 2,000 MB/s.
The description specifies iPhone 15 and 16 Pro and Pro Max models for ProRes recording, and says the drive is not compatible with iPhone 14 or earlier.
No image available
A local-storage option for compatible computers and phones; the description also specifies magnetic iPhone compatibility for ProRes video.
1TB capacity; USB 3.2 Gen 2×2 Type-C interface and transfer speeds listed at up to 2,060 MB/s.
Compatibility listed for Windows, macOS and Android. Magnetic iPhone compatibility for ProRes recording is specified for the iPhone 12–15 series.
Apple says a deletion in iCloud Photos is reflected on other devices using it, and an accidentally deleted photo can be recovered from Recently Deleted for 30 days. Keep a separate copy of the library if you need protection beyond that recovery period.
Apple’s Time Machine instructions describe checking the time of the latest backup and restoring files from the backup disk. Try restoring a sample file rather than relying only on a completed-backup indicator; setting up Time Machine may require erasing the chosen disk.
It depends on which files the service covers and how you need to recover them. The National Cyber Security Centre advises considering both online storage and a separate device copy; check device coverage, version history and your ability to restore before relying on one approach alone.
No. The Information Commissioner’s Office says that where UK GDPR applies, personal data must be processed with security measures appropriate to the circumstances and risks, including the ability to restore access and availability in a timely manner. A sole trader can be a data controller; whether particular files or transfers create additional duties needs a separate assessment.