Families nearing an account limit
If photos are mainly on phones and online accounts, check which other files use the same allowance before increasing it. Keep access for each household member in mind.
Who is this decision for?
The right arrangement depends on where your files live now and who needs to reach them.
Households keeping irreplaceable archives
Family photos, videos and important documents need a separate, recoverable copy. The National Cyber Security Centre advises considering cloud and removable-media copies for irreplaceable family files.
Households sharing files across devices
A NAS can provide a central local library for several computers and phones, provided someone can install its drives, manage access and maintain a backup outside the NAS.
What should you check before choosing?
Start with the files you need to preserve, then check capacity, access and how you would restore a copy. A larger allowance or drive does not, by itself, make files recoverable.
| Priority | What to check | Your needs |
|---|---|---|
| Separate copies | Where each copy is kept; whether removable media is disconnected between backups; whether recent files can be opened from the backup. | I could not recreate these family files, so I need a copy apart from the original device or account. The National Cyber Security Centre advises considering both cloud and removable media for irreplaceable photos and videos. |
| Capacity and account use | Current library size and likely growth; which services share the cloud allowance; usable capacity after choosing a drive setup. | My photos need room to grow without overlooking other account files. Google says its allowance is shared across Drive, Gmail and Photos; Microsoft says its cloud storage also covers OneDrive, Outlook.com attachments and Microsoft 365 apps. |
| Device access | Supported devices and connections; who needs account access; whether a NAS needs network setup and compatible installed drives. | Several people need the same library on their usual devices, rather than a copy that can only be reached when one drive is plugged in. |
| Export and restoration | How to download original files or an archive; where exports will be saved; whether a sample of the downloaded files opens. | Before I change services or clear cloud space, I want to confirm that my local copy contains usable files. Google documents account-data exports, Microsoft documents OneDrive downloads, and Apple Support documents downloading original iCloud photos. |
| Ongoing responsibility | Cloud-plan and cancellation conditions; the routine for connecting and storing a drive; NAS drive, account and update management. | I can choose a subscription, a drive I put away after backup, or shared local storage I am prepared to administer. Each still needs a separate-copy plan for irreplaceable files. |
What can go wrong with a storage plan?
-
Treating sync or RAID as a complete backup
Apple Support says changes to iCloud Photos appear on other devices too. The National Cyber Security Centre has also described incidents affecting original files and connected backup drives.
Keep a separate copy of irreplaceable files and disconnect removable media when it is not being used for backup.
-
Buying a diskless NAS as though it were ready to store files
A diskless enclosure needs compatible drives installed. Synology’s DS225+ manual warns that installing a drive containing data formats it and erases its contents.
Choose compatible drives and independently back up any existing data before installing a used drive. Plan another backup destination outside the NAS.
-
Changing a cloud plan before exporting important files
A reduced allowance can affect what an account can do once its files exceed that allowance. Downloading an export also takes deliberate preparation; it does not create a checked backup automatically.
Review current account use and the provider’s plan-change conditions, then download and open important files before relying on a different storage route.
-
Choosing by capacity alone
Capacity does not tell you whether household devices can connect, whether originals can be exported or whether another copy exists elsewhere.
Check the connection and device requirements alongside the export method and a separate backup location.
Which brands and services are relevant?
These references illustrate different storage routes; a brand’s inclusion here does not mean that every product or service suits the same household.
Apple
iCloud+ is an account-based option for households using Apple devices.
- Apple lists UK iCloud+ capacities from 50GB to 12TB, and Apple Support documents downloading original iCloud photos.
- Apple Support says edits and deletions in iCloud Photos change across connected devices; keep an independent copy of irreplaceable files.
Google account storage covers files and photos held across several Google services.
- Google says an account includes up to 15GB shared across Drive, Gmail and Photos, and documents exporting account data.
- Check the combined account use rather than treating photo storage as a separate allowance; open exported files before relying on them.
Microsoft
OneDrive is an account-based option for households already keeping files in Microsoft services.
- Microsoft says its free 5GB allowance is shared across OneDrive, Outlook.com attachments and Microsoft 365 apps; it also documents OneDrive file downloads.
- Check which services use the allowance and what a plan change would mean for an account above its new limit.
Seagate
The One Touch external-drive line offers a directly attached route for local file copies.
- Seagate describes one-click or scheduled backups for its One Touch range.
- A drive left connected is not a separate, disconnected backup; check the exact model’s connections and backup features.
Synology
The DS225+ is a NAS option for a shared household file library.
- Synology describes access and sharing across devices for the DS225+.
- Its manual requires at least one compatible SATA drive and warns that installing a drive containing data erases that data.
QNAP
QNAP offers NAS and direct-attached enclosure options for households willing to configure local storage.
- QNAP describes RAID 1 configuration for the TS-216G and two SATA drive bays for the TR-002 enclosure.
- A RAID arrangement remains within one physical system; maintain a separate copy for irreplaceable files.
Joybuy options for local storage
These external drives and one diskless NAS represent local-storage choices for household files. Pair a local choice with a separate-copy plan if the files cannot be replaced.
No image available
Samsung Portable SSD T7 2 TB, blue
A directly attached option for a local copy of household files. Its stated connection is USB Type-C 3.2 Gen 2; check your devices and keep another copy of irreplaceable files.
No image available
Western Digital My Passport Ultra 5TB, blue
This portable external hard drive offers a stated 5TB for a local file archive. Check its format against the computers that will use it before moving your only copy of any files.
No image available
DigiEra LPS2000M-3 1TB magnetic SSD, pink
A portable USB-C storage option for files moved from compatible devices. Check your exact phone or computer requirements before relying on its magnetic attachment or recording features.
No image available
SanDisk Portable SSD 2TB
A portable local-storage option with a stated 2TB capacity. Confirm the connector, cable and compatibility with your devices, and retain another copy of irreplaceable files.
No image available
Synology DS225+ two-bay diskless NAS
Consider this for a shared local library across household devices if you can set up and maintain a NAS. It needs compatible drives to store files; Synology’s manual warns that installing a drive containing data erases it. Keep a backup outside the NAS.
Common questions
Is more cloud space the same as a backup?
No, extra capacity alone does not create an independent copy. Apple Support says edits and deletions in iCloud Photos change across devices; for irreplaceable family files, the National Cyber Security Centre advises considering a cloud copy alongside removable media.
How do I choose capacity when my cloud account is nearly full?
Check the account’s total use and allow for the files you expect to add. Google says Drive, Gmail and Photos share an allowance, while Microsoft says its cloud storage includes OneDrive files and photos, Outlook.com attachments and Microsoft 365 apps.
Can I move cloud photos to an external drive?
You can download files before copying them to a compatible drive, then check that the copied originals open. Google documents account-data exports, Microsoft documents OneDrive file and folder downloads, and Apple Support documents downloading original iCloud photos.
What does a diskless NAS need before it can hold files?
It needs compatible drives installed and configured. Synology’s DS225+ manual calls for at least one 3.5-inch or 2.5-inch SATA drive and warns that installing a drive containing data formats and erases it; back up that data independently before setup.
Should an external backup drive stay connected?
Disconnect removable media when it is not being used for backup. The National Cyber Security Centre has described incidents in which connected USB and network backup drives were affected; check that recent files were copied and store the disconnected drive securely.