For family photos and files that cannot be replaced, use an off-site copy alongside a separate local copy rather than relying on one drive or cloud account. The National Cyber Security Centre advises keeping irreplaceable photos and videos in cloud storage and on removable media; disconnect the removable drive when it is not in use. Choose automation you can maintain, then check what it backs up and whether you can restore it.
A lost phone or failed computer should not take the only copy with it. The National Cyber Security Centre recommends keeping irreplaceable family media in cloud storage and on removable media, with the removable copy disconnected when not in use.
Look for a routine that captures files from each phone and computer, with enough capacity for the combined library. Check who owns the accounts and how each person’s files will be recovered.
Cloud access also depends on sign-in and recovery arrangements. Set up alternative authentication methods before a phone is lost, and decide who can safeguard any recovery key or contact details.
Start with copies that can survive different failures, then make sure the capacity, backup routine and restore process fit your household.
| Priority | What to check | Your needs |
|---|---|---|
| Independent copies | Check where each copy is kept, whether a removable drive is disconnected after backup, and whether an off-site copy remains accessible if home equipment is lost. The National Cyber Security Centre warns that ransomware can affect connected backup drives. | I cannot recreate these photos or videos, so I want a copy away from the original device and a separate removable copy. |
| Capacity and connection | Measure the files you will back up and allow for growth. Check shared cloud quotas and whether your upload connection can keep backups current; the National Cyber Security Centre says online backup needs reliable internet access. | Our photo and video library keeps growing, and I need a plan that can finish uploads or accommodate a sizeable local copy. |
| Backup coverage | Confirm which devices and folders are included, how backups start, and what happens when a device or external drive is disconnected. Syncing selected folders is not necessarily the same as backing up every file you need. | Files are spread across our phones and computers, so I want a repeatable routine rather than a one-off transfer. |
| Restoring files | Check how to recover deleted files, earlier versions and a large library, including any plan limits. Microsoft Support says deleted files in a personal OneDrive account can be restored within 30 days; test the restore process you intend to use. | If someone deletes or overwrites a file, I need to know which copy to use and whether an older version is still available. |
| Account access | Set up alternative sign-in and recovery methods. If you enable an option that puts encryption-key recovery in your hands, check its requirements before relying on that account. | A lost phone should not lock us out of our off-site copy. I need recovery details that the right household members can find securely. |
| Shared home storage | If considering network-attached storage (NAS), check who will manage accounts, updates and backup jobs. Synology describes sharing and backup tools for its DS224+; a home-based NAS still needs an independent off-site or removable copy. | Several of us need access to one home library, but I do not want the NAS to become its only copy. |
The National Cyber Security Centre reports that ransomware has encrypted both original files and connected USB or network backup drives.
Run or schedule the local backup, check it completes, then disconnect and store the removable drive securely. Keep another independent copy.
Google says standard account storage is shared across Drive, Gmail and Photos. Files outside the photo library can therefore use the same allowance.
Measure everything that draws on the quota and allow for growth. Check the plan’s renewal and family-sharing terms before committing.
A growing library may require an ongoing subscription rather than a one-time storage purchase.
Apple says users of Advanced Data Protection must recover protected iCloud data through their own recovery methods; Apple cannot recover it for them without those methods.
Set up the required recovery contact or key before enabling it, and keep recovery details secure and separate from the device you might lose.
A NAS can organise and back up files from household devices, but it remains at home with them.
Use it for shared storage only if someone can manage it, and maintain a separate removable or off-site copy of important files.
Plan for the ongoing work of managing accounts, updates, drives and backup jobs.
These are examples of different storage routes, not interchangeable substitutes for an independent second copy.
Portable SSDs are a local-copy option when a household wants to move a backup drive between locations or devices.
Its DS224+ is an example of NAS equipment for a shared household file library.
OneDrive suits households considering cloud storage and sync across devices already using Microsoft accounts.
Google’s account storage brings Photos, Drive and Gmail into the same capacity decision.
iCloud is an account-based route for households using iPhone, iPad or Mac devices.
These portable SSDs offer a removable local-copy route for family photos and files. Check capacity against your library, arrange how backups will run, and keep an independent off-site copy.
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A removable local-copy option when your selected photo and video library calls for 4 TB of storage. The title specifies USB Type-C and USB 3.2 Gen 2x2; check your device’s port and how you will schedule and check backups.
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This 2 TB local-copy option has USB Type-C and USB 3.2 Gen 2 in its title. Compare its capacity with your files and expected growth, and check the connection and backup routine for each device you use.
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A 1 TB removable copy may fit a smaller selected library; measure your files before choosing it. The title specifies USB Type-C and USB 3.2 Gen 2. Plan when to copy files and disconnect the drive afterwards.
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This 2 TB portable SSD offers another removable local-copy option. Check its connection against your devices and confirm how you will keep backups current; capacity alone does not establish backup coverage.
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This 1 TB USB 3.2 Gen 2x2 drive is a portable local-copy option. If its magnetic mounting or phone-recording use matters to you, check your exact device and intended setup; also plan a separate off-site backup.
Keep a separate removable copy as well. The National Cyber Security Centre recommends storing irreplaceable family photos and videos both in the cloud and on removable media, and disconnecting the media when it is not in use.
Measure the photos, videos and documents you intend to protect, then allow for growth and any other services using the same allowance. Google says standard account storage is shared across Drive, Gmail and Photos; compare the capacity and sharing terms of your exact plan.
Only if the service still retains a recoverable copy under its rules. Microsoft Support says deleted files in personal OneDrive accounts can be restored within 30 days. Check the restore and version limits of your own service, and try recovering a test file.
Set up alternative sign-in methods and test access to a backed-up file. Google lists options including backup codes and another signed-in phone; Apple requires a recovery contact or key for Advanced Data Protection. Store recovery details securely so losing one device does not also mean losing access to the backup.