Choose cloud backup when automatic copying and access across devices matter most; choose a portable drive for a local copy, or a home storage hub when several devices need shared local space. For important files, keep a separate copy you can restore: check what a cloud service actually covers, disconnect an offline drive when it is not in use, and consider encrypted portable storage for sensitive files you carry.
Start with where your files live and how you would retrieve them if a device were lost or stopped working.
If photos and documents sit on a phone and computer, check which devices can access the copy and whether photos, files and device settings are covered separately. Apple says iCloud Photos syncs outside the daily iCloud Backup; Google Photos backup and Microsoft OneDrive folder backup also depend on their respective settings.
A portable drive or home storage device can hold another copy of a photo or document library. The National Cyber Security Centre defines a backup as a copy kept in a separate safe location, so plan how you will make and restore that copy rather than treating storage space alone as a backup.
If a drive travels with identity or financial documents, weigh access protection against the possibility of losing access yourself. Kingston describes password safeguards on its IronKey Vault Privacy 50 series that can lock or erase the drive after repeated incorrect attempts; keep another accessible copy.
Decide what needs protecting, confirm that your devices can use the backup route, then work out how you will keep and restore a separate copy.
| Priority | What to check | Your needs |
|---|---|---|
| Recoverable copies | Check where the copy is stored, how to restore it and whether copying is automatic or requires action. For an offline drive, disconnect it when not in use; the National Cyber Security Centre advises keeping an offline backup digitally disconnected. | I want my photos and documents to remain recoverable if my main device is lost or fails. A transfer to a replacement device alone may not leave a separate copy. |
| Device coverage | Check phone and computer compatibility, connectors and included cables. Confirm which photos, folders and device settings each service backs up: Apple says iCloud Photos syncs separately from daily iCloud Backup, while Microsoft describes OneDrive backup for selected Windows folders. | My files are spread across devices, so I need to know which ones can use the copy and what each backup setting actually includes. |
| Capacity and commitment | Add up the files and device backups you intend to protect, then check the usable allowance and renewal terms. Apple states that iCloud includes 5 GB free storage; Google says its free Google Account storage is shared across Gmail, Drive and Photos, and Google One starts at 100 GB. | A growing photo library needs room alongside documents and other account content. I may prefer a local drive to an ongoing plan, or choose a plan for automatic access across devices. |
| Shared home storage | Check network and power requirements, remote-access setup and where a second copy will live. Synology says BeeStation connects to a router by Ethernet; a home hub remains one local device unless it is backed up elsewhere. | Several devices in my household need a common place for files, but I do not want that hub to hold the only copy. |
| Portable-file security | Check how encryption is enabled, how passwords are managed and what happens after failed attempts. Before passing on hardware, follow the Information Commissioner's Office advice to properly delete personal information. | When I carry sensitive documents, limiting access after physical loss matters. I also need a way to reach another copy if an encrypted drive becomes inaccessible. |
A direct transfer may move files without leaving a separate recoverable copy. Apple also says photos synced through iCloud Photos are not part of the daily iCloud Backup.
Check the relevant photo and device-backup settings, keep another copy in a separate location and make sure you can restore it.
Other files and backups can use the same allowance. Google says Google Account storage is shared across Drive, Gmail and Photos.
Check current usage by category before choosing capacity, and review it after enabling automatic backups.
A shared allowance may lead you to need a paid plan as more content is backed up.
Kingston says repeated incorrect passwords on its IronKey Vault Privacy 50 series can trigger lockout or crypto-erasure. Protection against unauthorised access does not preserve the only copy of a file.
Store recovery information safely where the product supports it, and maintain a separate backup that does not depend on the same drive.
The National Cyber Security Centre advises digitally disconnecting an offline backup when it is not in use so that one incident is less likely to affect every copy.
Disconnect a secondary portable drive after copying finishes, and check that you can retrieve files from your other backup destination.
These references describe different backup routes and specific product lines; they do not indicate which brands are available in the product selection below.
iCloud is relevant when photos and files span an iPhone, iPad or Mac.
Google Photos and Google Account storage are relevant to people using Android or keeping files across Google services.
OneDrive folder backup is relevant when important files are kept in Windows folders.
Samsung portable SSDs are one route for keeping a local copy that can travel with you.
The IronKey Vault Privacy 50 series is relevant to a smaller collection of sensitive files carried on USB storage.
BeeStation is a local storage hub for files from multiple household devices.
These portable SSDs offer local storage options for a separate photo or document copy. Choose a device-compatible drive and plan how files will be copied and restored; a drive does not, by itself, replace a cloud or offline backup routine.
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A portable local-copy option for files from compatible devices. The listing specifies USB Type-C, USB 3.2 Gen 2, IP65 protection and optional password setup. Check your device and file-system compatibility before buying; do not submerge the drive, and plan how you will make and restore backups.
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A 4 TB local-storage option for a photo or document library. The listing specifies USB 3.2 Gen 2, hardware encryption, and USB-C-to-C and USB-C-to-A cables. Check compatibility and your copying routine; this T7 is not IP-rated for water resistance.
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A portable local-copy option with 1 TB capacity. The listing specifies USB 3.2 Gen 2, included USB-C-to-C and USB-C-to-A cables, and optional AES 256-bit hardware encryption that requires software setup. Check setup on your intended devices; the listing says this T7 is not waterproof or dustproof.
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A 2 TB drive for keeping a portable local copy. The listing states up to 800 MB/s read speed and up to 2-metre drop protection. Confirm its connector and compatibility with your phone or computer, then arrange a regular copying routine.
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A 1 TB USB-C local-storage option for compatible devices. The listing specifies USB 3.2 Gen 2x2 and describes magnetic attachment and direct ProRes recording for iPhone 15/16 Pro and Pro Max models, not iPhone 14 or earlier. Check your device and file-system compatibility, and keep another recoverable copy.
No. Apple says that when iCloud Photos is enabled, photos and videos sync to iCloud and are not included in the daily iCloud Backup. Check both settings and keep a separate copy of important files.
Check the space used by the content you intend to protect, including any device backups, then check what shares the allowance. Apple states that iCloud includes 5 GB free storage; Google says free Google Account storage is shared across Gmail, Drive and Photos, while Google One starts at 100 GB.
Consider it when you carry sensitive personal files and physical loss would expose them to unwanted access. Check how protection is enabled and how access can be recovered: Kingston says repeated incorrect passwords on its IronKey Vault Privacy 50 series can cause lockout or crypto-erasure, so keep another copy.
Properly delete personal information from the device first. The Information Commissioner's Office advises doing so before selling or disposing of hardware to prevent someone else accessing that information; check attached storage for personal files too.