For a household changing phones or computers, choose cloud backup when recovery without the old device and account-based setup matter most; keep a removable copy when you also want locally held photos and documents. Using both gives you two separate ways to recover important files, but only if you check what each backup includes, whether the replacement device can read it and whether the copy can be restored.
Check how the backup will reach the replacement device before you erase or hand over the old one. The included data, account access and stage of device setup can all affect the restore route; Apple Support and Android Help describe different transfer and restore conditions for their devices.
Check whether a family plan gives each person a separate allowance or draws on shared capacity, and how private files remain. Apple, Google and Microsoft describe different sharing arrangements, so a household should also check membership and account eligibility for its chosen service.
Keep a copy somewhere other than the device holding the originals. The National Cyber Security Centre identifies cloud storage and removable media as backup locations; a disconnected drive can provide a locally held copy alongside a cloud backup.
Choose it when: You need an account-based backup that can help with recovery even if the old device is missing.
Allow for: Internet access, account access, storage limits and any continuing subscription terms.
Choose it when: You want a locally held copy of files or a computer-based backup.
Allow for: Compatible connections, manual backup checks and secure storage between sessions.
Choose it when: You only need to copy a defined selection of files.
Allow for: Manual copying and the risk of mistaking selected files for a complete device backup.
Choose both when: Important photos and documents warrant both a remote recovery route and a separate local copy.
Allow for: Maintaining and checking two backup arrangements rather than assuming either copy is complete.
| Concern | What to check | Who this matters to |
|---|---|---|
| Recovery and transfer | Check what the backup contains and how it can be restored to the replacement device before erasing the old one. | If my phone is lost or replaced, I need to get usable data onto the new one, not just know that a copy exists. Around 34% of consumers would put recovery and transfer first. |
| Family storage and privacy | Check member limits, individual or shared allowances, file privacy and what happens when storage fills or a plan ends. | With several people storing photos, I need to understand whose space is being used without exposing everyone's files. Around 33% of consumers would prioritise family storage and privacy. |
| Capacity and local copies | Allow space for the files you intend to keep, then check the drive's connector and compatibility with each intended device. | For a sizeable photo or video archive, I want a separate copy I can move and open on the devices I use. Roughly 25% of consumers would make capacity and local control their primary concern. |
| Limited manual backup | Define which files to copy, confirm that the removable medium can hold and open them, and store it securely afterwards. | If only a small set of documents matters, I may prefer a deliberate manual copy to a whole-device arrangement. Around 8% of consumers would put this limited need first. |
Backup methods do not necessarily include the same data. Apple Support describes differences between iCloud and computer backups, while Android Help notes that some apps cannot back up or restore all settings and data.
Review the included categories and backup date before replacing a device. Open files from the separate copy or try an appropriate restore where possible.
A drive left attached is less separate from problems affecting the computer. The National Cyber Security Centre advises disconnecting USB sticks and external hard drives when a backup is not being made.
Safely eject the medium after backing up, store it securely and reconnect it for regular backups and readability checks.
Photos, videos and other services may use the same cloud allowance. Microsoft Support says that exceeding a OneDrive storage quota prevents new uploads, edits and synchronisation.
Check current usage, what counts towards the allowance and how much room the household needs for further files before choosing capacity.
A transfer is not finished simply because setup has started. The Information Commissioner's Office also warns that an old or non-working device may still contain accessible personal information.
Confirm that the replacement device has the required files and account access before following the manufacturer's erasure process and the ICO's disposal guidance.
Relevant to households backing up an iPhone or iPad through iCloud or a computer.
Relevant to households using Android backup, Google Photos, Drive or Google One.
Relevant to households using OneDrive and Microsoft 365 Family for files and photos.
Relevant to households considering a portable SSD for a separate local copy.
These drives and removable media are options for keeping local copies of household files. Check the intended devices and restore method separately: copying photos or documents to storage does not by itself establish a complete phone or computer backup.
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Consider this for a separate computer-based copy of household photos and documents.
Check the connection and any operating-system requirements for your computer, then confirm that the files or backup you make can be opened or restored.
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Consider this for a locally held copy of a sizeable household file collection.
The product name specifies USB 3.2 Gen 2x2. Check your host port and intended operating systems, and verify the backup and restore path before relying on the copy.
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Consider this for a portable local copy that you intend to use with compatible devices.
The product name specifies USB 3.2 Gen 2. Check the connector, operating system and file format for each device, and test access to the files you copy.
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Consider this for keeping a large collection of photos, videos and documents on a separate drive.
The product name specifies USB 3.0. Check whether your intended devices can use the drive's format, particularly if files must move between operating systems, and test the resulting copy.
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Consider this for manually copying a selected set of documents or photos rather than assuming whole-device backup.
The product name specifies USB 3.2 Gen 1 (3.1 Gen 1). Confirm that the intended devices support its USB Type-C connection and can read the copied files.
Disconnect it when a backup is not being made. The National Cyber Security Centre advises this for USB sticks and external hard drives; safely eject the medium after copying, then store it separately and securely.
Yes, if a suitable backup was completed and the replacement phone supports its restore route. Apple Support says an iCloud backup can be used for a new iPhone or iPad without the previous device nearby; Android Help says restore availability and content vary by phone and Android version.
Joining an Apple iCloud+ or Google One family-sharing arrangement does not automatically give relatives access to your private files. Apple describes separate accounts and private information, while Google says other family members need permission to access files; check settings before sharing an album, folder or link deliberately.
Confirm that the files and accounts you need are usable on the replacement device, then properly delete personal information from the old one. The Information Commissioner's Office warns that even a non-working device may retain accessible data; follow guidance appropriate to the device and its storage medium.