Families with photos on several devices
If photos and videos sit on different phones and computers, start by identifying where the originals are. An organised library is useful, but it should not become the only copy.
Who needs a backup plan?
Households using Apple, Android and Windows devices
Check how each person will retrieve files. Apple documents iCloud access on Windows and in a browser; for a portable drive, check the household’s ports and whether its file format works with every device that needs it.
Households reconsidering a subscription-only setup
If cloud access is part of your routine, keep it where it helps, but make a separate recovery copy. Account limits and synchronised changes can affect what remains accessible through the cloud service.
How should you choose a storage setup?
Choose how you will reach your files day to day, then decide where a separate copy will live and how you will restore it.
External drive
Choose when: You want a local destination for periodic exports or backups and can store the drive separately afterwards.
Trade-off: A drive left connected can be affected in the same incident as the computer; the NCSC has reported this happening to connected backup storage.
Cloud storage
Choose when: Access across devices and regular synchronisation matter to your household.
Trade-off: A synced library is not necessarily an independent archive. Apple says changes in iCloud Photos appear on other connected devices.
Home NAS
Choose when: Several people need a shared home library and someone can manage the device, accounts and backup routine.
Trade-off: Home network storage still needs another copy elsewhere; the NCSC warns that connected network backups can be affected in an incident.
Local and cloud copies
Choose when: Files would be difficult to replace and you want access through the cloud as well as a separate local recovery copy.
Trade-off: You must maintain both copies and check that the local one contains the files you intend to preserve.
| Priority | What to check | Your needs |
|---|---|---|
| Recovery | Keep a copy in a separate safe location, as the NCSC advises. Try restoring a few photos and documents, and check whether a local backup remains connected when it is not being updated. | If my phone, computer or account becomes unavailable, I need another copy I can actually open. |
| Capacity | Count unique files rather than adding up device storage. Check recent growth and what else uses a cloud allowance: Google says Drive, Gmail and Photos share its account storage. | New videos and documents will enlarge my archive, so the chosen capacity needs room beyond today’s files. |
| Compatibility | Check device ports, operating systems, access methods and drive formatting before moving files. Samsung says host compatibility varies for its T7 and some operating systems may require reformatting. | Everyone who needs the family files should be able to retrieve them using the devices available at home. |
| Account continuity | Check shared quotas and what happens when a plan ends. Microsoft says an over-quota OneDrive account can lose upload, editing and sync functions after a subscription expires. | I want a way to retrieve important files even if I change or end a cloud plan. |
What backup mistakes should you avoid?
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Treating a synced photo library as an archive
Apple says changes to iCloud Photos on one device appear on other connected devices, so a deletion can affect the same library elsewhere.
Export irreplaceable originals to a separate location and check that you can open the exported files.
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Leaving the only local backup connected
The NCSC has reported ransomware incidents affecting connected USB and network backup drives as well as the original data.
After updating and checking a removable backup, disconnect it when it is not needed. Keep another copy in a separate location.
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Choosing cloud capacity from photo usage alone
Google says Drive, Gmail and Photos share account storage. Microsoft says its free personal allowance covers OneDrive files and photos, Outlook.com attachments and Microsoft 365 apps.
Review the account’s total usage, then allow for the growth of photos, videos and other files.
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Assuming a cancelled plan keeps working unchanged
Microsoft says an account that remains over its OneDrive limit after a subscription expires can lose upload, editing and sync functions, with further restrictions later.
Before ending a plan, make a separate local copy and check that the remaining allowance or replacement service accommodates your files.
Which brands are relevant?
Apple
iCloud Photos and iCloud Drive are relevant when the household already uses Apple devices.
- Apple documents iCloud access through iCloud for Windows and a web browser.
- Apple says changes to iCloud Photos appear across connected devices; keep an independent copy of files you cannot replace.
Google Photos and Drive may fit a household already organising files through a Google Account.
- Google says an account includes up to 15 GB of storage at no charge.
- That allowance is shared across Drive, Gmail and Photos, so check total account usage rather than photos alone.
Microsoft
OneDrive is relevant to households managing files through Windows and Microsoft accounts.
- Microsoft documents 5 GB of free personal cloud storage and an option to make selected OneDrive files available offline in Windows.
- Files left online-only are not locally available offline. Microsoft also describes restrictions when an expired subscription leaves the account over its storage limit.
Synology
Synology NAS devices are relevant when a household wants to administer shared storage at home.
- Synology describes cross-platform access through apps, desktop clients and a browser for its DS224+.
- A NAS on the household network still needs a separate backup; the NCSC warns that connected network backup storage can be affected alongside original data.
Samsung
Samsung’s portable T7 SSD is an example of a removable destination for file exports or local backups.
- Samsung says the T7 comes with USB-C-to-C and USB-C-to-A cables.
- Samsung says host compatibility varies and some operating systems may require reformatting. Check the exact drive and devices before transferring files.
Joybuy storage options
These drives offer local destinations for copies of family files; the NAS offers shared storage at home. Whichever route you choose, plan a separate recovery copy rather than making one product the only place your files live.
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Western Digital My Passport 2 TB portable hard drive, black
A removable destination for a periodic copy of household photos and documents. Check the required file format and macOS setup if the drive will be used with a Mac; keep another copy separately and disconnect this drive between backup sessions.
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Samsung T7 4 TB portable SSD, grey
A 4 TB removable destination to consider for a local file copy. Compare that capacity with your unique archive and expected growth, and check compatibility and formatting for the devices that will use it. Keep a separate recovery copy.
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Samsung T7 Shield 1 TB portable SSD, blue
A portable local-copy option if 1 TB accommodates your files and expected growth. Check the ports and formatting required by your devices; do not treat the drive as your only copy or assume it can be submerged.
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Samsung MU-PG2T0B 2 TB USB Type-C SSD, black
A 2 TB local destination for exported photos, videos and documents, with USB 3.2 Gen 2x2 named in the product variant. Check that the devices used for backups have a suitable connection, and retain another copy elsewhere.
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Synology DS225+ two-bay diskless NAS
A shared home-storage option for a household prepared to set up a NAS. This is a diskless unit: check compatible drives and the resulting usable capacity before choosing it. Arrange a separate backup away from the NAS and household network.
Common questions
How much storage do family photos and documents need?
Count the unique files across your devices and accounts, rather than adding device capacities together: the same photo may be stored in several places. Allow room for recent growth, particularly video, and check what shares a cloud quota. Google, for example, says Drive, Gmail and Photos use the same account storage.
Is photo synchronisation a backup?
Not on its own. Apple says changes in iCloud Photos appear on other connected devices, so synchronisation can carry a deletion across the library. The NCSC defines a backup as a copy kept in a separate safe location; export or back up important originals independently of the synced library.
How can I check that a backup will work?
Restore a small selection of photos, videos and documents to another device and check that the files open and the important folders are present. Keep a separate copy for recovery if a device or account becomes unavailable, and disconnect a removable local backup when it is not being updated. The NCSC warns that connected backups can be affected alongside original files.
What should I check before buying an external SSD for several devices?
Check each device’s ports, the included cables, operating-system support and whether the drive needs reformatting. Samsung says its T7 includes USB-C-to-C and USB-C-to-A cables, but host compatibility varies and some operating systems may require reformatting. Confirm the details for the exact model you intend to use.
What if a Microsoft subscription ends while OneDrive is over its storage limit?
Microsoft says uploads, editing and synchronisation can stop when the account exceeds its allowance after the subscription expires. Its published timeline says an account still over the limit after three months is frozen, and after six months Microsoft might delete the OneDrive and its files. Make a separate copy and check your account usage before ending the plan.