Choose a backup route by where your files live and how you would restore them: an external drive provides a local copy, while cloud storage can provide an off-site copy and automatic copying where the service supports it. For files that would be difficult to replace, using both routes reduces reliance on one location or account, but you still need to check device compatibility, what is actually backed up and whether you can restore it.
The National Cyber Security Centre describes a backup as a copy of important data kept in a separate safe location. The right way to make that copy depends on the files and devices you need to recover.
If family photos, videos and documents occupy substantial space, check the capacity needed for the current collection and future copies. A local drive still needs a separate place in your recovery plan; capacity alone does not protect against losing the drive and computer together.
List the devices and data you want to recover before choosing a service or drive. Apple distinguishes data synchronised through iCloud from data held in iCloud Backup, so a familiar file appearing on several devices does not establish that every device can be restored from it.
Consider where each copy is kept, who can access it and how you would restore it. The National Cyber Security Centre warns that connected backup locations can be affected during an incident; the Information Commissioner's Office also recommends considering encryption for personal information on removable media.
Choose how the copy will be kept separately, then check capacity, device coverage and access protection. An external SSD, hard drive or USB stick supplies a removable local route; cloud storage supplies a route outside the home, and the two can be used together.
Consider it when: You want a compact local copy for files moved between compatible computers.
Trade-off: It remains one physical copy unless you maintain another route; advertised transfer speeds can depend on the port and cable.
Consider it when: You need room for a large local collection of photos, videos and documents.
Trade-off: A drive left connected can be affected by the same incident as the computer, and your backup software may require a particular disk format.
Consider it when: You want a separately stored supplementary copy of a limited set of documents.
Trade-off: Its small physical size makes careful storage and access protection important, particularly for sensitive files.
Consider it when: You need an off-site copy or a supported automatic workflow across devices.
Trade-off: Recovery depends on account access, the service's backup coverage, available capacity and version-retention rules.
Consider it when: Losing access to important files through either a household incident or one account would be especially disruptive.
Trade-off: You must maintain and test both workflows; keep a local copy disconnected when it is not being updated.
| Concern | What to check | Who this matters to |
|---|---|---|
| Independent recovery | Keep a copy separate from your everyday device; check that you can restore a sample file and disconnect a local copy between updates where practical. | If losing a device or facing accidental deletion would leave me without important files, I need a copy I can actually restore. Around 36% of consumers would put recovery resilience first. |
| Capacity and plan limits | Compare the size of your file collection, room for growth and retained versions with the drive or cloud allowance. | With a growing photo and video library, I need enough room for future copies without continually changing storage arrangements; roughly 27% of consumers would prioritise capacity and plan limits. |
| Device coverage | Check the supported backup application, disk format, connectors and which folders or device data the method includes. | When files live across my phone and computers, I need a routine that covers the data on each device. About 19% of consumers would make compatible, repeatable backups their main concern. |
| Portability and privacy | Check access and sharing controls; for removable media, check encryption options and how you will retain access to the password. | If I carry personal files away from home, losing the storage device should not also expose those files; around 18% of consumers would put portable access and privacy first. |
The National Cyber Security Centre describes incidents in which ransomware affected original files and connected backup locations. A drive beside the computer may share its exposure.
Use a connected drive for routine copies if it suits your workflow, but disconnect a separate copy when it is not being updated or maintain another appropriately secured route.
Apple says Time Machine cannot back up to a Windows-formatted disk. Reformatting a disk removes the files already on it, while an SSD's stated maximum transfer speed may also require a particular connection.
Check the required disk format, computer port, cable and backup application before moving irreplaceable files or reformatting an existing drive.
Changing a disk's format can erase files already stored on it.
Apple distinguishes iCloud synchronisation from iCloud Backup and identifies data that particular methods exclude. Cloud capacity can also be shared between different services.
Review the provider's inclusion list and available space, then try restoring a small file before relying on that route for device replacement.
Samsung says the T7 Shield's resistance ratings come from controlled internal tests and that its warranty does not cover liquid, dust or drop damage.
Check the exact model's stated protections and handling conditions, but keep another copy of files you cannot replace.
These brands illustrate different backup tools and product lines; their inclusion does not establish that every model has the same features.
A reference point for compact portable SSDs, particularly when checking how a specific model connects to your computer.
A reference point for portable hard drives used to copy larger household file collections.
Relevant when choosing how to back up an iPhone, iPad or Mac, whether through iCloud, a computer or Time Machine.
Relevant for Windows users considering File History on external or network storage alongside OneDrive.
These portable SSDs and hard drives are options for making a local copy of personal files. Choose one that fits your devices and capacity needs, then decide where to keep a separate copy and how you will restore your files.
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Consider this 5TB portable hard drive for a large local photo, video and document collection on a Mac.
If you also use Windows, check the required setup and backup software before depending on the drive for restores. Keep another copy separate from the drive.
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Consider this 1TB USB 3.2 Gen 2 drive if you want a portable local copy and have a compatible connection.
Samsung's stated maximum speeds for this model require a USB 3.2 Gen 2 host, compatible cable and UASP. Check how your chosen backup application restores files, and maintain a separate copy.
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Consider this 1TB portable SSD for a local copy that you can move between compatible devices.
It is a different model from the T7 Shield, so do not apply the Shield's resistance claims to it. Check your backup and restore workflow, and retain another copy elsewhere.
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Consider this 1TB USB 3.2 Gen 2 SSD if its magnetic-set arrangement suits your intended iPhone 15/16 setup or you need a portable computer file copy.
Check the exact phone and case arrangement, required disk format and backup application before relying on it. Formatting an existing drive erases its contents; magnetic attachment does not make the drive a second independent copy.
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Consider this 2TB portable hard drive for a local collection of photos, videos and documents.
For Mac use, confirm the exact driver, disk format and backup-software requirements before buying; compatibility descriptions for this model differ. Test a restore and keep another copy separate from the drive.
No, not necessarily. Apple distinguishes data synchronised through iCloud from data held in iCloud Backup; check what your chosen service copies, what it excludes and whether you can restore an earlier version.
Possibly, but check both backup applications and the disk format before using the drive. Apple says Time Machine cannot back up to a Windows-formatted disk, and reformatting would remove files already stored on it.
Consider encryption particularly if the drive or USB stick could be lost or stolen. The Information Commissioner's Office identifies encryption as a protection against unauthorised access to personal information on backup media; keep the password accessible to you but separate from the device.
Try a restore after setting up the backup and after changes that could affect access, such as replacing a device, changing a drive or altering encryption. Confirm that you can locate and open a restored sample file, or complete the relevant device-restore workflow, before relying on that copy.