For household photos and files you want to access locally, keep a separate copy you can restore rather than treating a synchronised cloud folder as your only backup. An external drive alongside a cloud copy is a practical arrangement for one computer; a network-attached storage device can collect files from several devices but also needs its own separate backup. Check which cloud files are actually available offline, and test restoring a few files.
If family photos or videos would be difficult to recreate, plan for copies in separate locations and check that you can restore them. The National Cyber Security Centre recommends both cloud and removable-media copies for irreplaceable photos and videos.
If you need selected files while disconnected, check their actual download status. Microsoft, Google and Apple document different settings for keeping files locally; a locally available synchronised file is not necessarily an independent backup.
A shared network-attached storage device, or NAS, can collect files from phones and computers. It takes more setup, and the National Cyber Security Centre’s advice on separating backups still applies to the NAS itself.
Consider it when: One computer holds the main collection and you want a removable copy as well as a cloud copy.
Keep in mind: The drive needs regular backups, disconnection when not in use and occasional restore checks.
Consider it when: You need particular folders on your computer without downloading the whole cloud collection.
Keep in mind: Offline availability does not replace a separate, restorable copy of important files.
Consider it when: Several household devices need a common place to send photos and files.
Keep in mind: You must maintain the device and back it up to another location.
| Priority | What to check | Your needs |
|---|---|---|
| Separate recovery copy | Identify where each copy lives. Disconnect a removable backup when it is not in use, and restore sample files to check the copy works. | I want to recover valued photos if my computer or everyday cloud copy becomes unavailable. The National Cyber Security Centre advises keeping backups separate and checking their contents. |
| Offline availability | Check whether essential files are downloaded, online-only or mirrored, and how much computer storage the setting uses. Make an additional copy where sync changes must not propagate. | Some files need to open without internet access, but I do not necessarily want the whole cloud library stored on my computer. Microsoft, Google and Apple document different local-file behaviours. |
| Capacity and connections | Measure the folders and exports to protect, then allow room for growth and any backup history. Check the connector, cable, operating systems and whether formatting is needed. | My photo and video collection must fit now and as it grows; a drive also needs to connect to the computers I will use. |
| Drive protection | Check encryption support on your operating system and store the password or recovery key separately. Copy existing files elsewhere before any process that erases a drive. | If I carry private household files, I want to limit access to a misplaced drive without locking myself out. Microsoft documents BitLocker for specified Windows editions; Apple warns that its Disk Utility erase-and-encrypt workflow deletes existing drive contents. |
| Backup routine | Choose a schedule that matches how often files change. Check completed copies and test a restore; give a NAS its own separate backup destination. | Regular copying would be easier to maintain than relying on memory, but I still need to know a recent photo can be recovered. |
The National Cyber Security Centre describes incidents in which connected USB and network backup drives were affected alongside original data.
Keep another copy separate where practical, disconnect removable media after backing up and try restoring representative files.
Photo exports and other important folders also take space, while a mirrored cloud folder uses local storage. A full destination may leave a backup incomplete.
Measure everything you intend to copy, allow room for growth and check whether your cloud setting downloads all files or only selected ones.
Online-only OneDrive files require a connection, while Apple says an iCloud Photos deletion can reach a pinned Windows item. Local status alone does not show whether a file is independently recoverable.
Check your provider’s file-status settings and copy important items to a separate destination when you need recovery independent of synchronisation.
A missing password or recovery key can prevent you from opening your own backup. Apple warns that its documented Disk Utility erase-and-encrypt process removes files already on the drive.
Preserve existing contents before erasing, keep recovery information securely apart from the drive and test unlocking it and restoring a file.
Its Backup Plus portable hard-drive line illustrates a removable-drive approach to scheduled local copies.
Its T7 Shield MU-PE1T0S/EU is an example to assess when a portable SSD and frequent transfers matter.
Its Photos software illustrates how a NAS can receive photos from household devices.
These Joybuy external drives represent the removable local-copy route. Choose capacity and connections for your collection, then pair the drive with another separate copy rather than relying on it alone.
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A portable external hard drive for making a local copy of household files. Its stated capacity is 5 TB; measure your collection and leave room for growth, then keep another separate backup and test a restore.
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A portable SSD to consider for a local photo or file copy that you need to carry. The name specifies 2 TB and USB Type-C 3.2 Gen 2; check your computer’s connection and whether the capacity leaves room for growth. Keep a separate backup as well.
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A portable SSD option when a 1 TB local destination fits the files you plan to protect. The name specifies USB Type-C 3.2 Gen 2; check device connections, future capacity needs and your plan for a separate, restorable copy.
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This portable SSD provides a stated 1 TB destination for a local copy. Its name specifies USB Type-C 3.2 Gen 2; confirm the connection and that your library fits with room to grow. Restore a sample file and maintain another separate backup.
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A portable 2 TB SSD for a local photo or file copy. Check its connector and file-system compatibility with your intended device, measure the collection before choosing capacity and keep another separately protected copy.
Not necessarily: synchronisation helps keep files accessible, but changes can propagate between locations. For valued photos and files, the National Cyber Security Centre advises maintaining a separate copy and checking that it can be restored.
Choose “Always keep on this device” for the files or folders in OneDrive Files On-Demand. Microsoft says this downloads them for offline use and takes up local storage; online-only files need an internet connection to open.
No. Google says streaming primarily keeps files in the cloud, though you can make specific files available offline. Mirroring stores files on both the computer and in the cloud, using more local disk space.
No. Apple says a deletion on another device with iCloud Photos enabled also removes the item from the PC, even if it is pinned. Copy photos or videos to a different folder or destination when you need an independent copy.
Check that your operating system supports the encryption method, preserve the password or recovery key securely and test that you can unlock the drive. Microsoft documents manual BitLocker drive encryption for Windows Pro, Enterprise and Education; Apple warns that its Disk Utility erase-and-encrypt workflow deletes files already on the drive.