For family files that would be difficult to replace, keep the original and separate local and off-site copies. This follows the National Cyber Security Centre’s three-copy, two-device, one-off-site approach when the copies are maintained. An external HDD offers local capacity, an SSD suits frequent portable transfers, and cloud storage helps with access and sharing across devices; check cloud allowances and account recovery as well as how you will maintain a local backup.
If photos, videos or documents would be hard to recreate after a device is lost or fails, focus on keeping recoverable copies in separate places. The National Cyber Security Centre advises storing a backup away from the original.
If a phone or laptop is running out of space, compare the size of your library with the capacity of a drive or cloud allowance. Also decide whether you need files available without an internet connection.
If relatives need photos and documents on different devices, look at supported access and sharing arrangements. Plan for account recovery too, so files remain accessible if the main account holder cannot sign in.
Choose where your recoverable copies will live before comparing drive capacity or cloud convenience. An external drive, a cloud tier or both can serve different needs, but adding storage to one place does not by itself create a separate backup.
Consider it when: You need a sizeable local copy of a photo or video library and can run backups from a computer.
Trade-off: A drive kept beside the original device does not protect against an incident affecting both.
Consider it when: You move large folders regularly or carry the drive between locations.
Trade-off: A ruggedness rating has model-specific test conditions and cannot replace another copy.
Consider it when: Remote access, sharing or an off-site copy matters and the allowance fits your library.
Trade-off: Access relies on the service, an internet connection and your ability to recover the account.
Consider it when: You want an online copy of a small, prioritised set of documents or photos.
Trade-off: Limited space, sometimes shared with other services, may not accommodate a growing family library.
Consider it when: Losing a device or one backup location must not mean losing irreplaceable files.
Trade-off: You need to maintain both copies and check that important files can be restored.
| Concern | What to check | Who this matters to |
|---|---|---|
| A recoverable backup | Confirm that important folders are copied, check a recent backup and try restoring a file. Keep a copy away from the everyday device. | If losing a phone, laptop or home-based copy would take irreplaceable files with it, I need a separate copy I can restore. Roughly 33% of consumers put protection against permanent loss first. |
| Room for a growing library | Measure the files you have and allow for growth; check whether a cloud allowance is shared with email or other files. | When my devices are full, I need enough room to retain the photos and videos I plan to keep. Around 27% of consumers place library capacity first. |
| Access and sharing | Check supported devices, who can access shared files and how the account holder can regain access. | If family members use different devices, I want to reach and share files without relying on one connected drive. For roughly 20% of consumers, cross-device access is the primary need. |
| Portable transfers | Check the exact drive model, connector and device compatibility; read the conditions attached to any protection rating. | When I carry a drive or move large video folders regularly, transfer practicality and handling matter most. Around 13% of consumers prioritise portable transfers. |
| A small online file set | Check the current free allowance, what else uses it and whether the files you select are actually uploaded. | If I only need selected documents and photos online, a small allowance may cover what I want to protect. Roughly 7% of consumers put that limited online need first. |
Moving files onto one drive, or relying on one online account, can leave you without a recoverable copy if that location becomes inaccessible.
Keep separate copies and periodically open or restore a sample of important files. For files you cannot replace, include a copy stored off-site, as the National Cyber Security Centre advises.
Drop and dust or water ratings apply to particular models under stated conditions. Samsung says the T7 Shield’s resistance can vary in use and that liquid and dust damage are not covered.
Check the exact model’s rating and conditions, then maintain another backup regardless of the drive’s enclosure.
Google says its free allowance of up to 15 GB is shared across Drive, Gmail and Photos. Existing mail and files can therefore leave less room for new photo uploads.
Measure the library you intend to back up and check what already uses the allowance before selecting a tier.
Cloud files depend on continued account access. Microsoft says its recovery form can require detailed account information; Apple warns that losing a separately enabled recovery key can permanently prevent access.
Set up the provider’s available recovery options while you can sign in, and store recovery information separately from the device being backed up.
The Expansion portable HDD line is a local-storage option for household archives.
The T7 Shield is a portable SSD line for people who carry a drive or transfer files regularly.
A cloud-storage route for households using Google Drive, Gmail and Photos.
A cloud-storage option for households using Windows or Microsoft 365.
A cloud option for households that want photos and files available across Apple devices.
These portable HDDs and SSDs provide local-storage options for family files. If the files would be difficult to replace, plan a separate off-site copy as well.
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Consider this portable HDD if you want a sizeable local copy of a household photo and file library.
Its stated capacity is 4 TB. Keep another copy separately for files you cannot replace, and check connection compatibility with your device.
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This portable HDD suits a local file copy when its capacity accommodates your current library and expected growth.
Its stated capacity is 2 TB. Check how you will run and test backups; the drive alone is not an off-site copy.
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Consider this Mac-oriented portable HDD for a large local library of photos and files.
Its stated capacity is 5 TB. If you also intend to use it with Windows, confirm the required setup and compatibility before buying; maintain a separate backup for important files.
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This portable SSD is a local-copy option if you regularly carry files between places.
Its stated capacity is 2 TB. Confirm the connector and compatibility with your device, and decide how you will schedule or perform backups.
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Consider this portable SSD if you move files regularly and want a drive with stated handling-resistance ratings.
Its stated capacity is 1 TB. Samsung states IP65 dust and water resistance and 3 m drop resistance for the T7 Shield under test conditions, but says resistance can vary and liquid or dust damage is not covered. Keep another copy of important files.
No: do not assume a synced file is a separate copy you can restore after losing the original. Check that your chosen folders have backed up and try restoring a file. For important files, the National Cyber Security Centre describes an approach using at least three copies on two devices, with one off-site.
An external drive can provide local storage and access without relying on an internet connection. The National Cyber Security Centre advises using external storage where internet access is unreliable; for irreplaceable files, keep an additional copy off-site rather than depending on that drive alone.
Set up the provider’s recovery options while you can still sign in, and store recovery information securely away from the device being backed up. Apple offers recovery contacts and warns that losing an enabled recovery key can permanently lock you out; Microsoft says its recovery form may require detailed account information.
Read the provider’s current privacy and international-transfer information for the personal plan you intend to use, particularly if storage location matters to you. The Information Commissioner’s Office explains rules concerning organisations’ international transfers of personal information; those rules do not establish where a particular consumer plan stores your files.