Keepers of irreplaceable files
If you have photos or records that would be hard to recreate, you need a separate copy that you can restore. The UK National Cyber Security Centre advises keeping important data backed up.
Who this guide is for
Households sharing files across devices
If you want photos or documents available on more than one computer, check which files are included and whether synchronisation gives you a recoverable copy as well as convenient access.
Offline-copy organisers
If you prefer a copy stored locally, consider whether you can keep the drive compatible, update it regularly and store it separately from the computer.
What to prioritise when choosing
UK National Cyber Security Centre guidance recommends keeping a separate copy and warns that connected backup drives can also be affected by an incident. Choose a setup you can maintain and test, rather than relying on storage capacity alone.
| Concern | What to check when buying | Who this matters to |
|---|---|---|
| Recoverability | Check which folders are covered, whether earlier versions are available and how to restore a sample file. | If losing, damaging or accidentally deleting family files would be difficult to recover from, you will want a copy you can restore. Around 33% of consumers put recoverability first. |
| Capacity and ongoing cost | Compare your current files and expected growth with the drive capacity or cloud allowance, and check plan renewal terms. | If your photo collection is growing, you will want enough space without overlooking a continuing subscription. Around 25% of consumers prioritise capacity and ongoing cost. |
| Access across computers | List the Windows and Mac folders you need to protect, then check cloud folder selection or the drive’s connection and backup setup. | If you use more than one computer, you will want the intended files accessible and protected on each. Around 17% of consumers prioritise cross-device access. |
| Offline control and account access | Decide where a drive will be stored between updates; for cloud storage, check account recovery and version controls. | If you want a copy you can disconnect, you will need a routine for updating it and a safe place to store it. Around 17% of consumers prioritise offline control. |
| Portability and transfer time | Check the exact drive’s capacity and connection against your computers; treat rated speeds as conditional on compatible equipment. | If you regularly move large folders between computers, you may value a portable drive that fits your transfer routine. Around 8% of consumers put portable transfers first. |
Backup mistakes to avoid
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Assuming a synced folder is a permanent backup
Changes to synced files can appear in other locations too, and deletion recovery may be limited by the service.
Check which folders are included and what version or deletion recovery is available. Restore a sample file, and keep a separately managed copy for files you cannot replace.
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Leaving the only backup drive connected beside the computer
The UK National Cyber Security Centre warns that an incident can affect connected USB backup storage as well as the original files.
Plan when to update and disconnect the drive, and where to store it separately. Consider an additional off-site copy for important files.
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Buying a Mac backup drive without checking its setup
Time Machine needs to be configured with suitable storage, and some drives may need reformatting for that use.
Check the drive, connection, available space and formatting requirements before setting it up, especially if it already contains files.
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Choosing an SSD only for its advertised speed
Samsung’s rated speed for the cited T7 variant depends on a compatible host and cable, with UASP enabled; a speed rating does not make a single drive an independent backup.
Check the exact computer connection and prioritise having a usable second copy over a speed figure you may not achieve.
Relevant brands to consider
Western Digital
My Passport portable HDDs and My Book desktop HDDs offer different local-storage formats to consider.
- Compare the portable and desktop form factors against where you will keep and use the drive.
- Check the exact model’s capacity, connection, software and computer compatibility before choosing.
Seagate
The Expansion line is a local-copy option to examine for Windows or Mac computers.
- Seagate describes drag-and-drop saving and USB 3.0 connectivity for the cited Expansion line.
- Seagate says reformatting is required for Time Machine use; check setup requirements for your model.
Samsung
The Portable SSD T7 is a local-storage option to consider when a compact drive and frequent transfers matter.
- Samsung rates the cited UK 1 TB T7 variant at up to 1,050 MB/s read and 1,000 MB/s write when the host, cable and UASP meet its conditions.
- Those are manufacturer-rated figures for the specified variant and setup, not a guarantee of the speed on your computer or of file recovery.
Microsoft
OneDrive is a cloud route to consider if its file synchronisation and personal-account recovery features suit your needs.
- Microsoft says files deleted from personal OneDrive accounts can be restored within 30 days.
- Microsoft describes whole-OneDrive rollback for Microsoft 365 subscribers; check your account and plan before relying on that feature.
Apple
Time Machine supports a Mac local-backup workflow, while iCloud Photos and iCloud+ address online photo and storage needs.
- Apple says Time Machine can automatically back up Mac files to external storage when set up with adequate disk space.
- Apple says deletions in iCloud Photos reach devices with that feature enabled and have a 30-day recovery window; online availability is not the same as an independent archive.
Google Drive for desktop offers streaming or mirroring options for cloud-connected files on Windows and Mac.
- Google says changes to streamed or mirrored files reflect everywhere.
- Google’s Drive Trash guidance gives a 30-day recovery window; check folder selection and the restore process rather than assuming sync keeps an indefinitely recoverable copy.
Joybuy product choices
These Joybuy options focus on local storage for household photos and files, with portable drives and desktop storage represented.
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Samsung Portable SSD T7 4 TB, Grey
This portable SSD may suit a household looking for local storage that can be carried between compatible devices.
Capacity: 4 TB.
Connection: USB Type-C, USB 3.2 Gen 2 (3.1 Gen 2).
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Western Digital My Book 22TB External Desktop Hard Drive
This desktop drive may suit a large household collection kept near the computer rather than carried regularly.
Capacity: 22 TB.
Connection: USB 3.0.
The product name also specifies password protection and hardware encryption.
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SanDisk Portable SSD 2TB
This portable SSD may suit someone who wants local storage that can be moved between locations.
Capacity: 2 TB.
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Western Digital My Passport 4TB Portable Hard Drive, Black
This portable hard drive may suit a household that wants a local copy for a sizeable collection and can keep to a regular backup routine.
Capacity: 4 TB.
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Western Digital Elements Port. 4TB Black USB3.0
This portable drive may suit someone seeking a local copy for household photos and documents.
Capacity: 4 TB.
Connection: USB 3.0.
Reformatting may be required for Mac or other operating systems.
Backup questions answered
If I can see files in a cloud folder, are they safely backed up?
Not necessarily. Google says changes to streamed or mirrored Drive files reflect everywhere. Check which folders are included, whether the service retains a usable earlier version and whether you can restore a sample file independently.
How do I set up a local backup on a Mac or Windows PC?
On a Mac, Apple describes connecting suitable external storage and configuring it as a Time Machine backup disk; its guidance recommends at least twice the Mac’s storage capacity. On Windows, Microsoft describes File History for personal-file versions on an external drive or network location. Check that the intended folders are included.
Can I restore a deleted cloud file whenever I need it?
No; the cited services do not offer indefinite recovery for these deleted items. Microsoft states that deleted files in personal OneDrive accounts can be restored within 30 days, Google states that files remain in Drive Trash for 30 days, and Apple gives a 30-day recovery window for deleted iCloud Photos items.
What costs and after-sales terms should I check?
Check the selected cloud tier’s storage allowance and renewal terms, or the exact drive’s capacity, warranty and computer compatibility. Seagate lists a limited warranty for its cited Expansion variant, but a warranty is not a promise to restore every lost file.
Does UK data-protection law require a household to register before backing up its own photos?
For processing carried out by an individual purely for personal or household activities, the Information Commissioner’s Office says the UK GDPR does not apply. This does not determine obligations for uses outside that condition, such as an organisation’s processing.