Automatic cloud backup can keep a recent off-device copy available when a phone is lost or replaced, provided the right data is included and the account remains accessible. A local drive offers another place to keep a household archive, but it needs a regular backup routine and should be disconnected between uses. For irreplaceable photos and documents, the National Cyber Security Centre advises considering both cloud and removable storage rather than relying on one copy.
If a lost or damaged phone would also mean losing family photos or videos, set up an off-device copy and keep another copy in a separate location. The National Cyber Security Centre specifically suggests considering cloud and removable storage for irreplaceable media.
When moving between phones or computers, check which photos, folders, app data and settings the chosen service can restore. Apple, Google and Microsoft describe different backup and syncing arrangements for their services.
Identity, financial or other sensitive documents call for care with both storage locations: protect a removable drive against unauthorised access, and keep cloud-account recovery details current.
Start with the files you need to recover, then choose where each copy will live and how you will restore it.
| Priority | What to check | Your needs |
|---|---|---|
| Recoverability | Check which photos, documents, settings and app data are included. Confirm the restore steps and any recovery window for the service or plan. | I want files I can actually restore after a lost device or accidental deletion, not just a folder that appears to be synced. |
| Storage capacity | Measure the files you intend to copy and allow for new photos and videos. Compare cloud allowances and ongoing plan charges with the usable capacity of a local drive. | Our photo library is growing, so today’s files cannot be the only basis for choosing capacity. |
| Access and security | Check cloud sign-in and account-recovery options. For sensitive files on removable media, check how protection is enabled and where the device will be kept. | If a drive goes missing or I lose access to an account, I still need a way to protect and reach important documents. |
| Backup routine | Check whether the required cloud categories back up automatically. For a local copy, plan when to connect, check and disconnect the drive. | A backup routine has to fit how often our household adds or changes files. |
| Storage locations | Decide whether a cloud copy, a separately stored local copy or both suit the files. The National Cyber Security Centre warns that connected backup locations can also be affected by ransomware. | For irreplaceable files, I would rather not depend on one account, device or storage location. |
Sync and device backup can cover different data. The National Cyber Security Centre also warns that ransomware can affect connected backup locations.
List the files and device data you must recover. For irreplaceable files, keep a cloud copy and a separate local copy that is not left connected.
A copy may be incomplete if the chosen capacity cannot hold the intended photo, video and document collection.
Measure the collection, allow for growth and compare the result with the cloud allowance or local drive’s usable capacity.
Cloud storage beyond an included allowance may require an ongoing subscription.
A misplaced drive could expose sensitive documents. The Information Commissioner’s Office identifies encryption as a way to protect personal information on removable media.
Check how to enable the drive’s available protection, store it securely and keep another copy elsewhere.
Backup settings may omit a folder or data category. Recovery options can also differ between services and plans.
Check that recent files appear in the backup, then practise restoring a small, non-sensitive test file.
For households using iPhone, iPad or Mac devices and considering iCloud alongside a computer-based copy.
For Android households considering Google Account backup and automatic photo and video backup.
For Windows households considering OneDrive backup for selected folders.
These drives are options for a separate local copy of household files. The portable SSDs offer different stated capacities; the USB flash drive is a narrower option for selected documents. Whichever you choose, plan how often to copy files and test a restore.
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A local-copy option for a larger household archive, provided 4 TB suits the files you plan to keep. The name specifies USB 3.2 Gen 2x2; check your device’s port, how you will protect sensitive files and how you will test restoration.
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A 2 TB local-copy option for photos and documents if that capacity leaves enough room for your intended archive. The name specifies USB 3.2 Gen 2; check your connection, set up any protection you intend to use and test a restored file.
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Consider this for a selected local copy rather than assuming 1 TB will hold every household photo and video. The name specifies USB 3.2 Gen 2x2; check capacity against your files, confirm the device connection and plan a restoration test.
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This 2 TB drive can serve as a local destination if its capacity fits your backup set. Its name specifies USB 3.2 Gen 2x2; confirm the connection and compatibility with the devices you will use, then establish a repeatable copy-and-restore routine.
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Its 256 GB capacity makes it a route to consider for a deliberately selected set of documents, not an assumed fit for a full photo archive. The product name advertises fingerprint encryption; check its setup and access procedure before storing sensitive files, and keep another copy elsewhere.
Not necessarily. Apple says that, when iCloud Photos is enabled, photos and videos sync to iCloud rather than forming part of the daily iCloud Backup. Check what your service stores and how you would restore it before relying on sync as your only copy.
Measure the photos, videos and documents you intend to recover, then allow room for new files and future copies. Compare that amount with a cloud plan’s capacity or a local drive’s usable capacity before choosing either route.
Disconnect it when a backup is not running. The National Cyber Security Centre warns that malware can affect connected backup locations, so a local copy needs both a regular update routine and safe storage between backups.
Check that recent important files appear in the backup, then restore a small, non-sensitive test file. The National Cyber Security Centre advises checking both what a backup contains and whether you know how to restore files.
Set up a strong unique password, two-factor authentication and current recovery details. Account access matters to cloud recovery: Apple says its account-recovery process can take several days or longer, while Google recommends keeping recovery contact details available.