Choose a cloud-capable backup route if restoring a replacement phone or computer is your main concern; consider an external drive when you need a separate local copy of a growing photo or document library. For irreplaceable files, using both can provide copies in different locations, but check what each route includes, whether changes or deletions spread between devices, and whether you can restore a file before relying on it.
If a phone or computer is replaced, lost or damaged, you need to know which photos, documents and device data can be restored, and how to reach the copy. Apple documents iPhone and iPad restoration from iCloud or a computer backup; the National Cyber Security Centre advises keeping important data separately from the original device.
As the collection grows, capacity and a manageable copying routine become important. Work out how much you hold now, allow for further files and avoid making the original phone or computer the only place they live.
For photos and documents that cannot easily be replaced, consider whether one deletion, account problem or device incident could affect every accessible copy. The National Cyber Security Centre advises keeping at least one backup offline when it is not in use.
Decide what you need to recover first: a replacement device, a large file collection or selected documents. Then check where the recoverable copy lives and what happens if the original file is changed or deleted.
| Concern | What to check | Who this matters to |
|---|---|---|
| Replacement-device recovery | Check which devices and data are covered, whether copying is automatic and how restoration works on a replacement. | If my phone is lost, I want a recent copy I can use to set up its replacement, not just files I can browse elsewhere. Around 31% of consumers put replacement-device recovery first. |
| Capacity and copying | Measure the current library and likely growth; check the drive connection or cloud upload route for the devices holding the files. | When family videos and photos keep accumulating, I need room for the collection and a practical way to copy it. Capacity and copying are the primary concern for around 31% of consumers. |
| Copies kept separately | Check whether a copy can be stored apart from the original and disconnected when it is not being updated. | I do not want one incident affecting my working files and every backup at once. Keeping copies separate comes first for around 25% of consumers. |
| Access across devices | Check whether edits and deletions synchronise, and what deleted-file or earlier-version recovery is available. | I want to open current files on different devices without mistaking that convenience for a lasting archive. Around 13% of consumers prioritise cross-device access. |
Changes can spread between connected devices. Apple says deleting an item from iCloud Photos also deletes it from devices with iCloud Photos enabled; Google says changes to streamed or mirrored Drive files reflect everywhere.
Check the service’s deletion and version-recovery terms, and keep a separately managed copy of files you cannot replace.
The National Cyber Security Centre describes ransomware incidents that affected connected USB and network backup drives alongside original files.
After updating a removable backup, disconnect at least one copy when it is not needed, store it separately and check that you can open or restore files from it.
Advertised maximum speeds depend on the connection. Samsung’s stated maximum speeds for the T7 Shield, for example, require compatible USB 3.2 Gen 2 host hardware and cable, with UASP enabled.
Check the devices, ports and cables you will use, as well as the space your library needs, before selecting a drive.
A routine is only useful for files it actually includes and copies successfully. Files kept outside selected folders may be missed.
Check the included folders and most recent backup, then practise restoring a selected file before you need it urgently.
Relevant to households deciding how to restore an iPhone or iPad, or how to retain photos used with iCloud.
Relevant to Windows households considering File History and Microsoft 365 subscribers using OneDrive.
Relevant to households using Google Drive for desktop to access files across devices.
Relevant to households considering a local HDD or portable SSD for copies of photos, videos and documents.
Relevant to households considering a portable SSD for a removable local copy.
These external HDDs and SSDs are options for holding a separate local copy of household photos, videos and documents. Choose capacity and connection for your devices, then establish how you will copy, disconnect and restore files; a drive alone does not set up a backup routine.
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Consider this for a removable local copy if 1 TB suits your files. The product name specifies USB 3.2 Gen 2; check your device connection and decide how you will back up and restore the files.
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Consider this 2 TB drive for a local media or document copy. Its product name specifies USB Type-C and USB 3.2 Gen 2x2; check whether your device and cable support the connection, and plan a separate copying and restore routine.
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The stated 5 TB capacity makes this worth considering for a growing local photo and video collection. Check compatibility with your household computers, which folders your chosen backup routine covers and whether you can restore them.
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Consider the stated 4 TB capacity for a sizeable removable copy of family files. The product name specifies USB Type-C and USB 3.2 Gen 2; check the connection to your devices and arrange a backup and restore routine.
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This 4 TB external drive is an option for a local copy of photos, videos and documents. Its product name specifies USB 3.0; confirm compatibility with your devices and how you will copy and restore files.
No: synchronisation alone does not establish a separately recoverable copy. Google says changes to streamed or mirrored Drive files reflect everywhere, while Apple says deleting an iCloud Photos item deletes it from devices with iCloud Photos enabled. Check recovery terms and keep a separate copy of irreplaceable files.
Yes, if you have a suitable backup: Apple Support documents restoration from iCloud or a backup on a computer. Check which backup you will use and retain access to the account or computer needed for restoration; restoring from iCloud to an already set-up device may require erasing it first.
Yes. Microsoft Support documents File History backups to an external drive or network location for included libraries, with the option to restore earlier versions. Check that any folders outside those libraries have been added if you need them covered.
Disconnect at least one backup when it is not being updated if you want a copy less exposed to an incident affecting the original device. The National Cyber Security Centre has described ransomware affecting connected backup locations and advises keeping at least one backup offline at any given time.