For a household backing up photos and documents, an external drive is a direct local option for a computer, while a NAS can give several computers a shared backup destination if someone can manage it. Cloud services can help with phone backups and off-site copies, but their sync, storage and recovery rules differ. For files you cannot replace, keep a copy separate from the main device, consider an additional off-site copy, and test that you can restore what matters.
If your photos and documents span iPhones, Android phones, Windows PCs and Macs, check each device’s backup settings separately. A shared storage destination does not, by itself, establish that every device’s files and settings can be restored.
If losing family photos or important documents would be difficult to remedy, keep a recoverable copy apart from the original device. The National Cyber Security Centre advises keeping at least one backup offline or digitally disconnected, because connected backup locations can also be affected in a ransomware incident.
A NAS may provide one network destination for multiple PCs or Macs. Check the backup software and restore procedure for each computer, and allow for the work of configuring and maintaining the NAS.
Choose a destination for each device, then check what can be restored after a deleted file or a lost device—not merely whether files appear in storage.
Consider it when: One computer holds most of the files and you can make regular local backups.
Allow for: A drive left connected can be exposed to the same incident as the computer; store another copy separately.
Consider it when: Several computers need a shared network backup destination.
Allow for: Device configuration, compatible backup software and ongoing maintenance; a NAS is still a local copy.
Consider it when: Automatic phone backup or an off-site copy is a priority.
Allow for: Shared storage allowances and service-specific rules for syncing, retained versions and recovery.
Consider it when: You need to recover important files after both device loss and a local incident.
Allow for: Managing more than one destination and periodically testing a restore.
| Priority | What to check | Your needs |
|---|---|---|
| Recoverability | Check whether you can restore a deleted file, an older version and the data needed on a replacement device. Microsoft says OneDrive file version history is retained for 30 days; its whole-OneDrive restore feature is for Microsoft 365 subscribers. | I want more than a folder that keeps files in sync: I need to know how to get an earlier file or my device data back. |
| Routine backups | Check the schedule or trigger and the date of the last successful backup. Apple says automatic iCloud Backup needs power, Wi-Fi and a locked device; Time Machine and Windows File History can make regular computer backups. | Recent photos and documents matter, so I need a routine I can keep running and check. |
| Capacity and compatibility | Compare used storage with space for future files and retained versions. Apple advises a Time Machine disk with at least twice the Mac’s storage capacity; check its format before use, since reformatting erases existing data. | Will this destination work with my computers and hold the files and backup history I intend to keep? |
| Phone data | Check device-backup and photo-sync settings separately. Apple says iCloud Photos is not included in the daily iCloud device backup when syncing is enabled; Google says Android backup data other than photos and videos may be erased after 57 days of device inactivity. | If I replace a phone, I want to know which photos, files and device data I can restore. |
| Copy separation | Check whether at least one copy is off-site, offline or digitally disconnected, and whether you can retrieve it. The National Cyber Security Centre warns that connected USB, network and cloud backup locations can be compromised in ransomware incidents. | I do not want a problem affecting one computer or account to reach every copy of my important files. |
| Access protection | Check the encryption option and where its recovery password or key is kept. Apple says an encrypted Time Machine backup requires its password for restoration; Microsoft advises backing up a BitLocker recovery key. | For sensitive records, I want to protect a lost drive without losing the means to restore it myself. |
The National Cyber Security Centre reports ransomware incidents affecting original data and connected backup locations. A local backup can also be caught in the same physical incident as the computer.
Keep another copy off-site or digitally disconnected when it is not in use, and test that you can restore from it.
Retained versions and new files need space too. Apple advises a Time Machine disk with at least twice the Mac’s storage capacity; Google One storage is shared across Drive, Gmail and Google Photos.
Check used storage and the backup history you intend to retain against the capacity of the disk or service you choose.
Apple says iCloud Photos syncs separately from the daily iCloud device backup. Microsoft’s whole-OneDrive restore feature has a stated 30-day window and requires Microsoft 365.
For each important category—such as photos, documents or device settings—check whether the service syncs it, backs it up and offers the restore point you need.
Apple says an encrypted Time Machine backup needs its password for restoration. Microsoft advises keeping a BitLocker recovery key so an encrypted drive can be unlocked when needed.
Keep passwords or recovery keys in a separate secure place accessible to the people who may need to restore the files, then try a small restore.
These references help identify backup features to check; they do not mean that every service or product line is included in the Joybuy options below.
iCloud Backup concerns iPhone and iPad device recovery; Time Machine backs up a Mac to suitable external storage or a compatible network destination.
Android backup and Google Photos have separate settings; Google One provides storage shared across Drive, Gmail and Google Photos.
Windows File History can back up selected files to an external drive or network location; OneDrive provides file version history.
Synology describes PC and Mac backup functions for its NAS software and recovery features for its C2 Backup for Individuals service.
Seagate’s Toolkit documentation describes software functions that may accompany particular external drives.
These options cover local storage for computer files and a network storage device for a multi-computer setup. Choose the backup software, copy location and restore routine alongside the hardware; a storage device alone does not establish a complete backup plan.
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A local destination to consider if your computer holds the photos and documents you plan to back up. Compare its 2TB capacity with your files and intended backup history; check the drive format, backup software and restore steps for your computer before relying on it.
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A portable local storage option for a separate copy of household files. Check whether 2 TB covers the files and versions you intend to retain, and confirm the backup schedule and restore method you will use with your devices.
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A portable drive to assess for a local copy of photos and documents. Compare its 2TB capacity with your storage needs, then check device compatibility and how you will schedule and restore backups.
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A 1TB portable local storage option if that capacity accommodates the files and backup history you need. Check compatibility with your intended devices and establish a backup schedule and restore procedure before using it as a recovery copy.
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A network storage option to assess if several household computers need a shared backup destination. Confirm whether drives are included, the compatible drive configuration and usable capacity, and the backup and restore software required for each computer.
Not necessarily. Apple distinguishes iCloud Photos syncing from its daily iCloud device backup. If you need to recover an accidentally changed or deleted file, check the service’s version history or keep a separate backup copy rather than relying on the synced folder alone.
Apple advises a Time Machine storage device with at least twice the Mac’s storage capacity. That advice is specific to Time Machine; also check the drive’s format before using it and account for the files you intend to back up.
Check the disk layout before attempting it. Apple says Time Machine cannot back up directly to a Windows-formatted disk, and reformatting a disk for Mac use permanently removes its existing data. Protect files already on the drive before making any format changes.
Apple says automatic iCloud Backup requires the feature to be enabled and the device to be locked, connected to power and on Wi-Fi. Check the last successful backup in the device settings so you know whether a recent copy is available.