For a sole trader, a cloud backup with usable version recovery and a separate external drive offer different ways to recover work files. Disconnect and store the drive securely between backup runs; file synchronisation or a permanently connected drive should not be treated as an independent offline copy. If several computers need central local backups, a network-attached storage device can help manage them, but it still needs another backup destination.
The files you need to recover, where you work and how many computers you use determine whether a portable drive is enough for your local copy or a centrally managed system is worth maintaining.
If invoices, contacts, customer information and working documents are essential to your business, identify where each is stored before choosing a backup. The National Cyber Security Centre (NCSC) includes these kinds of records in its guidance on data small organisations should copy.
If you work across locations or carry large media, design or project files, a portable drive can provide a local copy alongside cloud access. Check its capacity and connections, and consider encryption when the drive will hold personal or confidential information.
A network-attached storage device, or NAS, can bring local backups together. It also adds accounts, hardware and backup tasks to manage, and still needs a separate destination for recovery if the local system is affected.
Start by locating the files that keep the business running. Then decide how each copy will be made, protected and restored—not just where it will be stored.
| Priority | What to check | Your needs |
|---|---|---|
| File coverage | List the folders, email, invoices, contacts and customer records you need to recover. Check that scheduled backups include each location, not only one synchronised folder. | I need to resume work after a lost or failed computer without discovering that an essential record was outside the backup. The NCSC advises small organisations to copy the data they need to operate. |
| Cloud recovery | Check the chosen plan’s version history, restore scope, retention period and account type. Test whether you can recover an overwritten file and the folders that matter to your work. | If I change or delete a file by mistake, I want a usable earlier copy—not merely the same change synchronised to another device. Microsoft Support, for example, describes a 30-day whole-OneDrive restore window for Microsoft 365 subscribers; check the feature and settings of the service you choose. |
| Independent copy | For a USB drive, plan when to back up, disconnect it and store it securely. For cloud backup, inspect the controls that protect retained copies from unwanted changes or deletion. | I want a recovery copy that is not routinely exposed to the computer or account holding my working files. The NCSC has documented incidents affecting connected USB and network backup drives. |
| Data and account security | Assess encryption for removable media according to the data risk and keep access credentials separate from the drive. Use passkeys for important online accounts where supported; otherwise use a strong, unique password and 2-step verification, as the NCSC advises. | Customer information must not be easy to access if I lose a drive, and my cloud backup account needs protection too. The Information Commissioner’s Office (ICO) describes encryption as a risk-dependent security measure for personal information. |
| Local storage route | Size a portable SSD or hard drive for the files and retained copies you intend to keep. If several computers need central backups, check a NAS model’s backup features and plan a separate destination. | For one computer, I may prefer a drive I can disconnect after each run. If I manage several computers, central local storage may justify the extra administration, but Synology’s backup guidance still calls for a separate copy. |
| Restore routine | Confirm how to unlock the copy and restore a representative file. Check the backup schedule, available capacity and who can access or alter saved versions. | I need a process I can repeat and a restore I can actually carry out. A drive containing copied files is less useful if its password, coverage or recovery steps are unclear when the computer fails. |
| Cloud provider terms | For customer personal data, review where the provider stores and processes it, who can access it and the applicable service terms. Where the provider processes that data on your behalf, assess its guarantees and controller–processor arrangements. | I need to know whether a cloud service fits the way my business handles customer data. The ICO sets out controller responsibilities and written-contract requirements where a provider acts as a processor; the NCSC advises checking data locations and provider access. |
A deletion or unwanted change can be synchronised too. Recovery depends on the versions, restore controls and retention available to your particular account and plan.
Before subscribing, check which files are covered and restore an earlier version as a trial. Keep another independent copy of essential work files.
The NCSC warns that incidents can affect connected USB and network backup storage as well as the original files. A connected drive is not an offline copy.
Back up on a workable schedule, safely disconnect the drive afterwards and store it securely between runs.
Encryption can help protect information on a lost drive, but losing the password can also prevent you from using your backup. Western Digital says data on supported drives using its WD Security software cannot be recovered if the password is forgotten.
Check the exact model’s password and recovery process. Store credentials separately from the drive, then test unlocking it and restoring a file.
Central local storage can help organise backups, but a local incident or failure can still affect it. Synology’s NAS guidance recommends another backup destination.
Choose a NAS only if you can maintain its accounts, updates and backup tasks. Check the exact model’s required features and keep a separate off-site or offline copy.
These brands illustrate different backup routes and features to check; a feature described for one product line should not be assumed to apply to every model.
Samsung’s portable SSD ranges are relevant when you want a compact local copy of active work files.
Western Digital external drives are relevant to a direct-attached local backup routine.
Synology’s NAS route is relevant when several computers need centrally managed local backups.
OneDrive is a cloud-accessible document route to examine if your work already uses Microsoft 365.
These Joybuy portable SSDs and hard drives are options for the local-copy part of a backup plan. Choose capacity and connections for your files, then check how you will secure, disconnect and restore each drive; none replaces the cloud or other separate destination discussed above.
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A portable local-copy option for work files that travel between locations. The title specifies 1 TB and USB 3.2 Gen 2; check your computer’s connection, the drive’s security setup and how you will restore files. Disconnect and store it securely after backups.
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Consider this capacity if your planned local copy needs 2 TB rather than 1 TB. The title specifies USB 3.2 Gen 2 (3.1 Gen 2); check connection compatibility, set up appropriate protection for the files and test a restore before relying on the drive.
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This 1 TB portable SSD offers another local-copy capacity choice for work files. Its title specifies USB 3.2 Gen 2 (3.1 Gen 2); confirm the connections and security setup you need, then plan to disconnect it between backup runs.
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A 2 TB hard-drive option for a separate local copy of documents or project archives. Check the exact model’s password-protection and backup-software setup, including how you would restore a file; disconnect and store the drive securely after use.
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Consider the stated 5 TB capacity if your local backup includes a large archive. Because this is the for Mac variant, check compatibility with every computer that may need to restore it, as well as its password process. Keep it separate from the working files between backup runs.
Not necessarily: synchronised changes or account-related incidents can affect a cloud copy. Check the service’s version recovery, retention and access controls, and keep another independent copy of essential files. The NCSC advises making copies of the data a small organisation needs to operate and describes risks to connected backup locations.
Disconnect it when the backup is complete. The NCSC warns that connected USB and network storage can be affected during an incident; safely eject the drive and store it securely between runs.
Assess encryption against the risks to that information, and keep its password or recovery material separate from the drive. The ICO identifies encryption as a risk-dependent measure for protecting personal information on backup media. Check that you can unlock the drive and restore a file before depending on it.
Review the provider’s security arrangements, data locations and access terms for the service you intend to use. Where it processes personal data on your behalf as a controller, ICO guidance says you must assess its sufficient guarantees and have a written controller–processor contract or other legal act meeting Article 28 requirements. Check the provider’s documentation against your actual processing activities.
No. A NAS can organise local copies across computers, but local storage can still fail or be affected by an incident. Synology’s NAS guidance recommends another destination; plan an off-site or otherwise independent copy and check how you would restore from it.