Cloud storage suits a household that wants automatic access to files on compatible devices and can manage its accounts and storage allowance. A removable drive provides a separate local copy, particularly when internet access is unreliable; keeping it disconnected between backups helps protect that copy. Using both routes gives a household cloud access during a device change and a separate copy to recover from, provided both are maintained.
A backup is a copy kept somewhere separate from the device holding the original files, as the National Cyber Security Centre explains. The right arrangement depends on whether the immediate task is moving files, bringing a family library together or recovering from a lost or damaged device.
They need to find and restore valued photos and documents on the replacement without depending on the old device continuing to work. The National Cyber Security Centre identifies device changes, loss and failure as reasons to keep a backup.
They need enough space for the files they intend to keep, along with clear decisions about compatible apps, individual accounts and which files to share. Apple and Google describe device access and sharing arrangements that depend on the service and account setup.
They want a separate copy to turn to if a device is lost, a file is deleted or connected storage is affected by malware. The National Cyber Security Centre advises keeping important data in a separate safe location.
Decide where a recoverable copy will live before comparing drive capacities or cloud allowances. A shared home storage device can help several people use a local file location, but it brings more setup and administration than a plug-in drive.
Consider it when: You want uploads and access on compatible, signed-in devices during a device change.
Allow for: Internet and account access, available storage, and the way the chosen service handles deletion and recovery.
Consider it when: You need a local copy independent of a cloud account or have unreliable internet access.
Allow for: Connecting it to make backups, checking the copied files and storing the disconnected drive safely.
Consider it when: Several household members need a shared local place for files and someone can manage it.
Allow for: Drive selection, account and network setup, and a separate backup of files kept on the device.
| Concern | What to check | Who this matters to |
|---|---|---|
| Restoring files on another device | Check which folders and photo libraries are copied, then how to restore them on the replacement device and operating system. | If I change or lose a device, I need to retrieve the photos and documents I meant to keep, not just connect an empty drive. Around 29% of consumers put migration and recovery first. |
| A separate recovery copy | Check what happens after deletion or overwriting, and where an unplugged drive will be stored. For cloud services, check the applicable recovery features. | I want a copy that remains usable if a synchronised file disappears or connected storage is affected by malware. Around 29% of consumers make that separation their primary concern. |
| Capacity and storage allowance | Measure the photos, videos, documents and device backups you intend to keep; allow for growth and check what else uses a cloud allowance. | A growing video and photo library makes me concerned that new files could stop backing up when storage fills. For roughly 24% of consumers, sufficient capacity is the main need. |
| Devices and household access | Confirm drive connectors and operating-system requirements, or check who can sign in, use shared storage and access individual files. | Our files sit on different devices, and sharing storage must not accidentally mean sharing everyone's private files. About 18% of consumers put compatibility and access arrangements first. |
Apple says edits and deletions in iCloud Photos appear across connected devices, and advises keeping backup copies of the library. Seeing a photo on several screens does not necessarily give you a separate recovery copy.
Keep another copy of irreplaceable files, such as one on a safely stored external drive.
Malware can affect storage connected to an infected computer, putting the copy needed for recovery at risk. The National Cyber Security Centre advises keeping a recent offline backup.
After backing up, check that important files are present, disconnect the drive and store it securely.
Videos and device backups add to the space needed. Google says a full account can prevent new photo and video backups, while its storage allowance is shared across services.
Measure the files you intend to copy and check the space used by other services before settling on a drive capacity or cloud allowance.
Western Digital warns that support cannot recover a forgotten WD Security password on supported drives; erasing the drive is required before it can be used again.
Check whether the exact model supports the feature, and keep its password in a secure arrangement you can access when recovery is needed.
These brands illustrate different backup routes and product lines, not a ranking. Check the exact service, plan or device model before relying on a feature.
iCloud Photos and device backups are relevant to households replacing an iPhone, iPad or Mac.
Google Photos and Google One are relevant to households using Android or several types of device.
Windows households can consider File History with an external drive or network location alongside their chosen cloud arrangements.
Samsung's portable SSD range is relevant when a household wants to move a local copy between devices.
The One Touch external-drive range is relevant to households planning a local copy of photos, videos and documents.
Supported My Passport and My Book drives are relevant when password protection matters for a local copy.
The DS224+ is an example of network-attached storage for a household prepared to manage shared local files.
These portable SSDs and external hard drives are options for making a removable local copy of household files before a device change. Choose capacity against the files you intend to keep, confirm connections with your devices and plan where the drive will be stored between backups.
No image available
Consider this for a portable local copy of photos and documents during a device change. It is a 1 TB USB 3.2 Gen 2 SSD; check your device's connection and compare the capacity with your library. Keep another copy of files you cannot replace.
No image available
Consider this external hard drive when your intended local photo and document library calls for 5TB of storage. Its name identifies the Mac variant; confirm the setup needed for every computer you intend to use and check the applicable warranty terms before buying.
No image available
Consider this for carrying a local copy between devices during a move. Its stated connection is USB Type-C with USB 3.2 Gen 2x2; check whether the devices and cables you plan to use support that mode, and retain another backup copy.
No image available
Consider this portable drive for a separate copy of files you need to move to another device. It is a 1 TB USB Type-C, USB 3.2 Gen 2 SSD; check the destination device's connection and protect the drive from liquids and moisture.
No image available
Consider this 2TB external hard drive for a local copy of photos and documents. Confirm that its connection works with your devices and check the exact macOS setup before depending on it for a device change; keep it disconnected and safely stored between backups.
Not if you need an independent copy to recover from deletion. Apple says changes and deletions in iCloud Photos appear across devices and advises keeping backup copies of the library; consider a separate local or other backup for irreplaceable files.
Disconnect a drive between backup sessions if you rely on it as a recovery copy. The National Cyber Security Centre warns that malware can affect connected storage; check the backup has the files you need before storing the drive safely.
Make sure the right people can access the account, its recovery options and the files they will need on a replacement device. The National Cyber Security Centre also recommends two-step verification for important accounts, including cloud storage.
No: Google says family-group members can share a storage allowance without other members accessing their files unless permission is given. Check eligibility and decide separately which photos or documents the household wants to share.
New backups may stop. Google says a full account can prevent new photo and video backups and file uploads, so check how much space your intended files and other services use before relying on automatic uploads.