Use cloud storage when automatic uploads, access across several devices and an off-site copy matter most, but check exactly which folders, photos and device data are included. For irreplaceable family photos, a cloud service or shared local store works more safely alongside a separately managed copy on local media or in another off-site location.
For families with photos and documents across iPhone, Mac, Windows PCs and mobile devices, where one routine needs to account for different apps, folders, file systems and supported backup methods. Apple Support, Microsoft Support, Synology and Samsung documentation describe relevant cross-device workflows.
For households where lost photos, videos or important documents would be hard to recover and a separate copy needs to be available after device loss, damage, deletion or malware. The National Cyber Security Centre defines a backup as a copy stored in a separate safe location.
For people weighing recurring cloud capacity against a large external drive, a NAS or a combination, while avoiding a subscription lapse or a local drive becoming the only copy. GOV.UK and manufacturer guidance highlight the need to check capacity, renewal and backup arrangements.
Start by mapping where every photo library and document folder currently lives, then choose a storage route that captures those locations and leaves a separate path for recovery.
| Priority | What to check | Your needs |
|---|---|---|
| Separate recoverable copy | Check that the destination is separate from the original device, that files can be restored, and that deletion or unwanted changes do not remove every copy. | I need an additional copy that I can restore after loss, accidental deletion, hardware failure or malware. |
| Coverage across devices | Confirm supported phones, computers, folders and photo libraries. Check whether new phone photos and desktop folders are copied automatically or need manual transfer. | My household uses more than one device and operating system, so I need to know what is actually included rather than assuming one account or drive captures everything. |
| Capacity and continuity | Calculate the full photo, video and document library, future growth and version history. Check shared quotas, billing, inactivity rules and the time needed to export data. | I want enough room for the whole household library, not just the phone currently showing a storage warning. |
| Access control | Review sharing permissions, use a unique strong password for important accounts and enable available account-security controls. For local media, check whether encrypted backup is available and how its recovery password is retained. | I need family files to stay private while still being accessible to the people who need them. |
A second synchronised folder or permanently attached drive can still be affected by deletion, device failure, account problems or destructive malware. The National Cyber Security Centre notes that backups are not ransomware-resistant by default.
List the original location and destination for each device, then restore a non-sensitive file before relying on the arrangement. Keep irreplaceable material in an independently managed additional location.
Apple says Time Machine cannot back up to a disk formatted for Windows, and reformatting permanently removes the data already on that disk.
Copy the drive contents to another location before changing its format. Then confirm whether separate volumes, a dedicated Time Machine disk or a separate cross-platform transfer drive fits the household workflow.
Cloud quotas may be shared with email and files, while local backups and Time Machine history also need room to grow. A full cloud quota can stop new photo uploads and device backups.
Measure photo, video and document libraries across all household devices, include services sharing the same quota and leave room for future files and backup history.
A connected drive or NAS remains exposed to problems affecting the computer or network. The National Cyber Security Centre advises additional protection for both local and cloud backups.
Maintain another copy with different exposure, such as a cloud copy plus a disconnected drive, or a NAS plus a separately managed off-site copy. Check periodically that restoration works.
Relevant for iPhone and Mac households using iCloud+ for photos, files and device backups, with Windows access and local Mac backup options through iCloud for Windows and Time Machine.
Relevant for households using Google Photos, Google Drive, Gmail, Android backup or cross-platform access through a Google Account.
Relevant for Windows-centred households seeking OneDrive folder backup with mobile and Mac access where devices meet current support requirements.
Relevant for households considering a NAS as a shared local repository for phone photo uploads, computer-file backup and compatible Mac Time Machine backups.
Relevant for households that need a portable SSD for frequent manual copies, rapid transfers or a copy stored separately from the main computer.
Relevant for households prioritising larger-capacity external hard-drive storage for local copies and media archives.
These Joybuy product options cover the external SSD or hard-drive route: a local copy for households willing to connect storage to compatible devices and manage the backup routine.
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A local-copy option for households that can connect the drive to a computer and run scheduled backups.
The listing states 2 TB capacity, USB 3.2 Gen 1, a USB-A cable, scheduled backup support and Windows, ChromeOS and macOS compatibility with a downloadable macOS driver.
It is described as NTFS-formatted for Windows, so check the macOS driver and filesystem workflow before use, especially for Time Machine. One connected drive should not be the only backup copy.
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Consider this for manual copies of recent photo libraries between compatible Macs, PCs and Android devices.
The listing states 1 TB capacity, USB-C 3.2 Gen 2 connectivity, maximum speeds of 1,050 MB/s read and 1,000 MB/s write, IP65 protection and stated drop resistance.
Check the intended backup software and filesystem before buying, as automated multi-device backup and Time Machine suitability are not stated. Keep a separate backup location as well.
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A portable manual-transfer option for compatible USB-C iPhones, Android devices, PCs and Macs.
The listing states 1 TB capacity, USB 3.2 Gen 2, maximum speeds of 1,050 MB/s read and 1,000 MB/s write, USB-C-to-C and USB-A-to-C cables, plus Lexar DataShield 256-bit AES encryption software.
The stated iPhone compatibility covers iPhone 15 and 16, so check every household phone model and port. Confirm the filesystem before moving the only copy of files, as formatting can erase existing data.
Not automatically. Treat cloud storage as one location until you have checked what it copies, how deletion and version history work, and how files can be restored or exported. The National Cyber Security Centre defines a backup as a copy stored in a separate safe location, and Apple Support describes archiving iCloud content on a Windows PC as an additional copy.
Possibly, but do not assume a Windows-formatted drive is ready for Time Machine. Apple says Time Machine cannot back up to a disk formatted for Windows, and reformatting can permanently erase the disk. Copy existing files elsewhere first, then confirm the exact Mac, Windows and filesystem workflow.
Apple recommends a backup disk with at least twice the storage capacity of the Mac being backed up. This is a Mac-specific recommendation, so also calculate the size of photo libraries, documents, videos and copies from any other household devices that will use the drive.
Check current UK plan capacity, billing period, shared quotas, family-sharing eligibility, automatic renewal, cancellation and export timing, inactivity rules and whether another independently managed copy exists. GOV.UK advises consumers to check service restrictions and allow enough time to move or back up data before leaving a service.
Use private sharing settings unless a folder genuinely needs to be shared, give important cloud or NAS accounts a unique strong password, and enable available account-security controls. Apple offers an encrypted Time Machine backup option; keep its password safely because it is required for restoration.