For work and family files, choose a drive, NAS or cloud service according to what you need to restore, how quickly you need it and whether a local incident could affect every copy. A disconnected drive can provide a separate local copy, while an off-site copy addresses a different risk; synchronisation and NAS drive redundancy alone do not establish that deleted or damaged files can be restored. The National Cyber Security Centre recommends keeping important data in a separate safe location, so check restore history, capacity, ongoing charges and any rules that apply to work data before choosing.
If you need to recover an earlier or deleted version of work, study or family files, consider whether your backup keeps versions and can restore them. Apple Support UK and Microsoft Support describe recovery options with service-specific conditions.
If your photo and video collection is growing, allow for its current size and future additions, then decide how to keep a separate copy if a computer or drive fails. The National Cyber Security Centre advises keeping important data in a separate safe location.
If you want files available on several devices, distinguish convenient syncing from a backup you can restore after an unwanted change. Apple Support UK and Microsoft Support describe different recovery features and conditions.
Decide what you need to restore first, then whether you need a separate local or off-site copy, and how much setup or ongoing payment suits you.
| Concern | What to check when buying | Who this matters to |
|---|---|---|
| Recovery after loss or deletion | Check version and deletion retention, whether a copy is separate from the original, and whether you can restore a sample file. | If I lose a file or a device fails, I want to know how far back I can restore. About 33% of consumers put recovery after deletion, corruption or device loss first. |
| Capacity for a growing archive | Estimate the files to protect, allow room for growth and retained versions, and check drive capacity and computer compatibility. | If my photos, videos and documents keep accumulating, I need enough local space without having to rethink the setup straight away. Around 25% of consumers prioritise capacity for a growing archive. |
| Off-site access and ongoing cost | Check which files and devices are covered, restore history, export options, and current payment, renewal and cancellation terms. | If a local incident could affect my equipment or home, I want a copy stored elsewhere while keeping recurring charges in view. Roughly 25% of consumers prioritise off-site access and its ongoing cost. |
| Access across devices | Check which folders and devices sync, who can change or delete files, what can be restored, and whether a separate backup runs as intended. | If my household needs to open or share files on different devices, I want convenient access without relying on syncing as my only recovery option. About 17% of consumers put multi-device convenience first. |
Apple says deletions in iCloud Photos appear on other devices signed in to the service. Its guidance says deleted items are ordinarily recoverable for 30 days.
Keep a separate copy of photos you cannot replace, and test that you can restore it.
Synology states that RAID and SHR are not backup solutions. Drive redundancy alone does not provide a separate copy to restore after every kind of loss.
Plan an independently recoverable copy outside the NAS.
A separate copy adds storage and setup to maintain.
Backblaze documents a default 30-day version history, with longer history available as a selectable option. The UK government said in April 2026 that announced subscription protections were expected to begin in spring 2027, so they should not be treated as already in force.
Check the selected retention setting and read the current payment, renewal, cancellation and export terms before subscribing.
Ongoing subscription charges and the selected restore window can affect how long an older file remains available.
Samsung says the T7 Shield's stated maximum read and write speeds depend on a compatible host and cable, USB 3.2 Gen 2 and UASP. The stated maximum is not a result guaranteed on every setup.
Check your computer's connection and whether faster transfers matter more to you than a capacity-led HDD.
WD Elements Portable is an external HDD line for making a local file copy. Western Digital lists USB 3.2 Gen 1 connectivity for its 2TB model.
The T7 Shield 2TB is a portable SSD option for carrying substantial files. Samsung states sequential speeds of up to 1,050/1,000 MB/s under specified connection conditions.
Seagate Basic includes a 2TB portable HDD model, STJL2000400, for a local copy.
The DS223j illustrates the NAS route for shared files, device access and a household photo library.
Computer Backup is an example of an automated off-site subscription with version history, rather than a sync-only storage service.
iCloud Photos and iCloud+ illustrate photo syncing and additional subscription storage.
These options cover portable SSDs and external hard drives for local file copies. A drive can complement an off-site copy where a local incident could affect the equipment or files stored at home.
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A portable local-storage option for photos, videos and work files.
Capacity: 2TB. Read speed: up to 800MB/s.
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A portable HDD option for making a local copy of a growing photo or document archive.
Capacity: 4TB. Connectivity: USB 3.2 Gen 1. The listing says reformatting may be required for Mac use.
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A portable local drive for work documents and photos, with scheduled backup software described in the listing.
Capacity: 2TB. Connectivity: USB 3.2 Gen 1. The listing specifies hardware encryption and says the drive is not waterproof; avoid severe drops and liquid exposure.
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A desktop HDD option for a large stationary archive of photos, videos and documents.
Capacity: 20TB. Connectivity: USB 3.2 Gen 1. The listing includes an AC adapter.
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A portable local drive for a large copy of photos, videos and documents.
Capacity: 6TB. Connectivity: USB 3.2 Gen 1. The listing says reformatting is required for macOS use.
Not necessarily; check whether you can restore a separate earlier or deleted copy. Apple says iCloud Photos deletions propagate between devices and advises keeping backup copies of the library. Microsoft describes OneDrive restore features with account and time conditions.
Choose the folders you need, use a supported backup tool or scheduled copying routine, and restore a sample file to check the result. Microsoft says Windows File History can use an external drive or network location, while National Cyber Security Centre guidance explains why a disconnected copy can matter if connected storage is affected.
Check which files and devices the plan covers, its version-retention setting, how you can export or restore files, and its current renewal and cancellation terms. In April 2026, the UK government said announced subscription protections were expected to begin in spring 2027, so do not treat them as already operative.
The cited guidance does not establish a uniform rule for every work file or require every cloud file to be stored in the UK. HM Revenue & Customs says relevant self-employed tax records must normally be kept for at least five years after the 31 January submission deadline for the relevant tax year, with an additional rule for very late returns. For professional processing of personal information, the Information Commissioner’s Office says UK GDPR transfer rules depend on the actual transfer, recipient and other conditions, not simply a server label or supplier address; purely personal household processing falls outside that particular test.
If you are a controller using a processor for personal data, the Information Commissioner’s Office says a written contract or other legal act must be in place. Check the parties’ roles, supplier terms and actual data flows; this conditional business obligation is not a universal requirement for a household photo backup.