For operational files that would disrupt the business if lost, use a separate local copy alongside cloud backup where practical. A single external drive can be useful when internet access is unreliable, but it should be secured and disconnected when not in use; a NAS can centralise files for a team, yet still needs backup to a separate destination.
Protect invoices, documents, email exports, contacts and customer information if a laptop is lost, stolen or fails. The National Cyber Security Centre advises identifying essential data, setting a backup frequency that suits business activity and keeping a separate recovery copy.
A portable external drive can provide a practical local copy when reliable internet is not available. Keep it securely stored and disconnected outside backup use, then add an online copy when connectivity permits.
Centralised storage and managed backups may be more suitable than ad-hoc copies on individual laptops. A NAS can support this work, but it needs its own backup to another destination.
Start with the files the business must recover, then decide how copies will be separated, restored and protected.
| Priority | What to check | Your needs |
|---|---|---|
| Recovery of essential files | Confirm every essential folder, invoice, contact export and business record is included. Test restoration of representative files and set a backup interval that reflects how often records change. | I need the business to recover files after a device failure, theft, loss or malware-related loss of access. |
| Separation from an incident | Keep at least one copy offline or digitally disconnected when not needed. For cloud services, check earlier-version recovery, protection from deletion or overwriting, and account access controls. | I do not want every recovery copy exposed when a computer, network or account is compromised. |
| Media and workload fit | Match capacity and transfer needs to the data volume. Check port, cable and power requirements, and consider whether several devices need central management. | My choice needs to suit how much data changes, how quickly files must be restored, whether staff travel and whether several computers are involved. |
| Protection of personal data | Assess access controls, encryption where appropriate and password or key recovery arrangements. Set retention rules that match documented business and data-protection needs. | Where backups contain customer or contact information, I need safeguards that suit the sensitivity and risk of that information. The Information Commissioner’s Office identifies encryption as a relevant measure for removable media where appropriate. |
The National Cyber Security Centre has warned that ransomware can encrypt original data and connected USB or network-storage backup drives. A connected copy can be affected by the same incident as the computer it is meant to protect.
Use a rotation routine, disconnect backup media when it is not needed and avoid having every copy connected at the same time.
Local redundancy can still be affected by drive failure, ransomware and other incidents. Treat a NAS as one managed storage and recovery layer rather than the only copy.
Plan for at least one separate backup destination and test that files can be restored from it.
A NAS setup may also require additional drives, configuration time, power use and an off-site or cloud destination.
The practical differences are whether earlier versions can be restored, destructive changes are controlled and backup-account access is protected.
Check version retention, restoration steps, account permissions, alerts for privileged changes, UK billing and data-transfer conditions before subscribing.
A lost or stolen drive can expose personal data. The Information Commissioner’s Office says security measures must be appropriate to the risk and identifies encryption as a relevant technical measure for removable media.
Assess the sensitivity of the data, restrict physical access, use appropriate encryption and keep password or key recovery arrangements workable.
Portable SSD option for businesses needing a compact local backup or transfer copy, especially for staff working between locations.
External hard-drive option for higher-capacity local backup where a simple USB-C connection and cross-platform use matter more than portable SSD speed.
NAS route for compact teams that need centralised storage, shared access and backup management across several devices.
Cloud endpoint-backup route for organisations wanting automated computer backup and central business administration.
Joybuy options for local backup copies and a centralised NAS setup within this small-business backup planning topic.
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Suitable as a portable local copy for operational documents where it is stored securely and disconnected after backup use.
Check that the backup setup covers all essential folders and that a restoration can be completed before relying on it. Keep a separate recovery destination for resilience.
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Consider this route for shared operational files and central backup administration across several staff devices.
Confirm included drives, usable capacity, RAID configuration and the separate backup destination. A NAS, snapshots and RAID should not be the only recovery layer.
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A compact local-copy option for staff who move files between locations or need to work with unreliable connectivity.
Samsung states speeds up to 1,050/1,000MB/s under compatible USB 3.2 Gen 2, cable and UASP conditions. Check password recovery, separate-copy arrangements and restore steps.
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A larger-capacity option for a manually managed local copy of documents and business files.
Verify backup scheduling, encryption needs, restoration testing and operating-system compatibility before use. Keep it as one controlled copy rather than the only backup.
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A straightforward portable option for a smaller operational file set and a defined manual backup routine.
Check current data volume, expected growth, encryption requirements and compatibility with each computer. Store the drive separately and disconnect it outside backup activity.
Usually not when the files are important to continued operations. An external drive can be a useful local copy, particularly without reliable internet, but the National Cyber Security Centre advises considering both online storage and a storage device so that one loss, theft or device failure does not remove every recovery option. Keep the drive secure and disconnected when not in use.
Check whether the service protects backups from deletion, overwriting and malicious editing, and whether it can restore an earlier version after later corruption. Also confirm account administration, included data, restore delivery, UK pricing, tax, retention and service terms.
No. The Information Commissioner’s Office states that UK GDPR does not specifically require encryption of all personal information, but it does require security measures appropriate to the risk. Encryption can be an appropriate technical measure, including for removable media where relevant.
No. A NAS can centralise storage and support fast local recovery, but Synology’s guidance notes that RAID crashes and hard-drive failure can still cause data loss. Back up the NAS to a separate destination, such as external media, another NAS in another location or suitable cloud storage.
There is no single retention period for every UK small business. For personal data, the Information Commissioner’s Office says organisations must justify how long information is kept, set standard retention periods where possible and review or erase or anonymise data that is no longer needed. Check sector rules, tax and accounting obligations, contracts, insurer conditions and litigation-hold requirements separately.