Teams sharing operational files
Staff working on files across devices need shared access without relying on the current working copy as their only route back after deletion or corruption.
Who needs this backup arrangement?
The National Cyber Security Centre identifies invoices, documents, contacts and customer information among the files a small organisation may need to restore.
Owners keeping an offline copy
A removable drive suits an owner who can follow a backup routine, disconnect the drive afterwards and store it securely away from the primary device.
Businesses backing up personal data
If files contain customer or other personal information, compare access controls, retention and provider arrangements as well as the space available for copies. The Information Commissioner's Office says organisations must be able to justify how long they keep personal data.
What should you check before choosing?
Choose how the team will reach current files, then establish which separate copy can be restored if a device or account becomes unavailable.
Cloud access
Consider it: when several staff need to work on current files from different devices.
Trade-off: recovery from deletion or account compromise depends on the service's controls and configuration, not simply on having a synchronised copy.
Disconnected local storage
Consider it: when someone can regularly make and securely store a separate copy of essential files.
Trade-off: a removable drive needs a reliable routine and protection from physical loss or damage; it does not provide shared access by itself.
Cloud and local copies
Consider it: when the team needs shared working files and a recovery copy kept apart from its everyday accounts or devices.
Trade-off: two layers require a backup schedule, controlled access, suitable retention and regular restore tests.
| Priority | What to check | Your needs |
|---|---|---|
| Separate recovery copy | Identify the files needed to resume work, set a backup schedule and check how an earlier copy survives loss of the working device. For local media, plan when it will be disconnected and where it will be stored. | I need invoices, customer information and other essential files to remain recoverable if the main device fails or is affected by ransomware. |
| Shared access and account control | Compare staff and administrator permissions, multi-factor authentication and whether one compromised account could remove access to both working files and backups. The National Cyber Security Centre advises that cloud backups should resist destructive changes. | Several of us need the current files, but access to those files should not give someone control over every recovery copy. |
| Restore scope and retention | Check whether you can restore a file, a shared collection of files or a wider account, and how far back each option reaches. Confirm who can initiate a restore and test it before relying on the arrangement. | If an overwrite or deletion goes unnoticed, I need a usable earlier version when we discover the problem. |
| Personal-data handling | Review access, deletion and retention settings alongside the provider's arrangements for making data accessible outside the UK. The Information Commissioner's Office says personal-data retention must be justified; a restricted international transfer requires an applicable transfer mechanism. | Our files include personal information, so I need to understand who can access backup copies and how long we will retain them. |
| Local capacity and connection | Compare the size of the files to be protected with the chosen drive's capacity. Check its connector against the computers used for backups and whether the copying process can be repeated as files grow. | I want enough room for the files we intend to protect, without discovering during a backup that the drive or connector does not fit our routine. |
Which backup mistakes matter?
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Treating synchronised files as the whole backup
Deletion, overwriting or corruption may affect the accessible copy. Recovery then depends on the service's version history, retention and restore controls.
Keep a separate recovery layer and check the exact plan's restore scope, recovery window, administrator permissions and deletion protections.
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Leaving the only local backup connected
According to the National Cyber Security Centre, physically disconnected media stored off the network is harder for an attacker to reach.
Finish the backup, safely eject the drive and store it securely away from the primary computer.
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Setting retention without considering recovery and deletion
A short recovery window may expire before a problem is noticed. Conversely, the Information Commissioner's Office says organisations must justify how long they retain personal data.
Set and review retention for both recovery and the personal-data lifecycle, then check how the chosen service implements deletion and earlier-version recovery.
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Relying on one portable device
A drive can be lost, stolen or damaged even when its casing is designed for demanding use.
Store portable media securely and maintain another independently recoverable copy of essential files.
Relevant brands and services
These brands illustrate different cloud and removable-storage routes; their features do not replace checking the particular service plan or device variant.
Microsoft
OneDrive, SharePoint and Teams are relevant when staff already collaborate on files in Microsoft services.
- Microsoft Support describes a whole-OneDrive restore covering actions within the last 30 days for eligible Microsoft 365 subscribers.
- For shared files, check the applicable plan, permissions, version history and restore procedure before treating collaboration storage as a separate long-term backup.
Google Drive is a cloud-storage route for teams working on shared files online.
- Online access may fit a team whose current files need to be available across devices.
- Check the chosen Workspace edition's administrator recovery, retention, account-offboarding and provider arrangements before relying on it for recovery.
Samsung
Portable SSDs provide removable local storage for a copy that can be disconnected after use.
- Samsung UK states sequential speeds of up to 1,050MB/s read and 1,000MB/s write for the 1TB T7 Shield MU-PE1T0S/EU, subject to the supporting host and connection conditions.
- A portable SSD still needs secure storage and another recovery layer; do not apply the T7 Shield's stated characteristics to other T7 variants.
Kingston
DataTraveler Exodia is a USB flash-storage option for a deliberately limited offline document set.
- Kingston specifies DataTraveler Exodia capacities up to 512GB; compare the selected capacity with the actual files to be copied.
- Check connector compatibility and store a small removable device securely rather than making it the only backup.
Backblaze
B2 object storage is a route for organisations able to configure backup software and retention controls.
- Backblaze says B2 Object Lock can prevent a file from being changed or deleted until a specified date.
- Check the lock configuration and retention period before using it: a restriction on deletion can also complicate an intended early removal.
Portable drives for a local copy
These Joybuy drives represent the removable local-storage part of a small-business backup arrangement. Choose one against the files you intend to copy, then plan how it will be disconnected, stored and tested for recovery.
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Western Digital My Passport 2TB, Black
A portable local drive for a backup routine in which the copy is disconnected and securely stored afterwards. The listing specifies 2TB, USB 3.2 Gen 1 and AES hardware encryption, and describes backup scheduling with Acronis True Image for Western Digital. Confirm software availability and test the restore process before relying on that workflow; check the stated macOS driver requirement if relevant.
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Samsung Portable SSD T7 4 TB, Grey
A 4 TB removable copy is worth considering when the files selected for backup need that capacity. This T7 listing specifies USB 3.2 Gen 2 and AES 256-bit hardware encryption; configure password protection before copying sensitive files. Check the backup software, retention and restore workflow you plan to use, and keep this non-IP-rated drive away from liquids.
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Samsung MU-PG4T0B 4 TB, Black
This 4 TB portable SSD can hold a local copy that is disconnected after backup. Its listing specifies USB 3.2 Gen 2x2 and AES 256-bit hardware encryption; check for a compatible Gen 2x2 port if that interface matters to your workflow. Set up password security as needed, and confirm how your chosen backup software schedules and restores copies.
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Samsung Portable SSD T7 2 TB, Grey
This 2 TB portable SSD offers a removable destination for a local business-file copy. The listing specifies USB 3.2 Gen 2, USB-C to C and USB-C to A cables, and optional AES 256-bit hardware encryption; enable the optional protection if using it for sensitive documents. Check your backup and restore routine, then disconnect and securely store the drive after copying.
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Samsung MU-PE1T0S 1TB, Black
A 1TB removable SSD may suit a selected set of operational files if that capacity covers the copies you intend to keep. The listing specifies USB 3.2 Gen 2 and optional AES 256-bit encryption; set up password protection if needed. Check the backup and restore procedure, and do not treat resistance to the elements as a substitute for secure storage and another recoverable copy.
Backup questions
Is cloud file storage enough for a small-business backup?
Not by itself if losing or altering the synchronised copy would leave no independent way to recover. Check earlier-version restores, retention and account controls; the National Cyber Security Centre advises considering online and storage-device copies for added resilience.
Should an offline backup drive stay plugged in?
No. For a drive intended as an offline recovery copy, the National Cyber Security Centre advises disconnecting it when it is not in use so an infected computer cannot readily affect the connected backup. Safely eject it after copying and store it securely.
What should a small team test before relying on its backups?
Restore a representative file and a shared set of files, check who can start each restore, and confirm that the available versions reach back far enough for a problem discovered later. Also check that an everyday account cannot remove access to every recovery copy.
How long can a UK business keep backed-up personal data?
There is no single retention period for every UK business backup. The Information Commissioner's Office says personal data must not be kept longer than needed and organisations must be able to justify how long they keep it; set a period appropriate to the data and review how it applies to backup copies.
Does using a cloud provider outside the UK automatically rule it out?
No automatic conclusion follows from the provider's location alone: check the arrangement and where personal information is made accessible. For a restricted international transfer, the Information Commissioner's Office says an applicable mechanism is required, such as UK adequacy regulations, appropriate safeguards or an exception.