For irreplaceable photos and documents, use a backup arrangement that creates a separate copy you can restore, ideally with a local copy for quick recovery and an off-site copy for home-wide loss. A synchronised cloud folder can help, but check its version history, deletion retention and restore limits rather than assuming synchronisation alone is a complete backup.
A separate copy with a practical restore path matters if photos and documents could be lost through computer failure, accidental deletion, malware, theft or local damage. The National Cyber Security Centre advises keeping important data in a separate safe location; an additional off-site copy adds protection against a home-wide incident.
Built-in tools can reduce the effort of regular backups. Microsoft File History can back up libraries to an external drive or network location, while Apple Time Machine can automatically back up files to a dedicated backup disk.
A NAS can provide a central local destination for several computers, but it needs ongoing management and another backup destination. Synology warns that RAID or a same-NAS copy does not remove the risk of data loss from drive failure.
Start with the files and recovery outcome you need, then check where each copy will live, how it will be restored and whether the storage works with your computer.
| Priority | What to check | Your needs |
|---|---|---|
| Recoverable separate copy | Confirm the backup is stored separately from the computer; check how to browse files, select versions and restore them. | I want a copy I can retrieve when the original computer or its files are unavailable. |
| Protection from local loss | Keep one copy away from the home or offline between sessions; secure cloud accounts with a unique strong password and two-factor authentication. | My important files should not be exposed only to the same theft, fire, flood or always-connected device as the working copy. |
| Capacity and compatibility | Measure the folders to protect, allow for growth and retained versions, and check ports, cable, file system and operating-system support. | I need enough usable space for the files and history I plan to keep, with a drive that fits my computer and backup software. |
| Privacy and access | Use encryption or password protection for portable media where loss is plausible; store recovery credentials safely away from the drive. | I want to reduce unauthorised access to personal files without locking myself out of the only usable backup. |
A connected USB or network drive can be affected by the same ransomware incident as the computer, while a drive kept only at home can be lost in the same fire, flood or theft event.
Keep a local backup for fast recovery and another copy off-site for irreplaceable files. Disconnect removable media when it is not actively backing up.
Collections grow, and versioned tools need room for older copies. When a backup disk fills, retained history may be reduced.
List the folders you need to protect, decide whether file-only or whole-computer recovery matters, and include future growth and version history. Apple recommends a Time Machine disk with at least twice the Mac's storage capacity.
Changes in a synchronised cloud folder can be copied across devices, while recovery features may have time limits. Microsoft documents 30-day version history and 30-day deleted-file recovery for the cited OneDrive personal-account features.
Check version history, recycle-bin retention and account-level restore rules before relying on a service, and keep an independent backup for files that cannot be replaced.
Encryption can protect a lost or stolen drive, but a forgotten password can also prevent the owner from opening the only copy.
Use a strong unique password, keep it safely away from the backup device, and test that you can unlock and restore a file.
Relevant for portable external hard drives that combine local backup capacity with USB connectivity. The My Passport portable HDD range lists 1TB to 6TB variants.
Relevant for portable SSD backup media where compactness, regular transport and quicker large-file transfers matter more than maximising capacity.
Relevant for households considering NAS as a central local backup destination and willing to manage network storage, disks and a separate off-site copy.
Relevant to Windows households using File History for versioned copies, or OneDrive features alongside a separate backup plan.
Relevant to Mac households wanting built-in automatic backup software with directly connected external storage or another supported destination.
Joybuy options for local photo and document backups, including portable hard drives and portable SSDs. Keep an additional off-site copy for files that cannot be replaced.
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A local option for scheduled home-computer backups where 4TB fits the file inventory and retention plan.
4TB; USB 3.2 Gen 1; USB-A cable; AES-256 hardware encryption and password protection. Check the macOS driver requirement before buying, and use a separate off-site copy for irreplaceable files.
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A compact local copy for people who regularly move backups between places.
1TB; USB 3.2 Gen 2; stated up to 1,050 MB/s read and 1,000 MB/s write; USB-C-to-C and USB-C-to-A cables; IP65-rated protection. Check backup software and test a restore.
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A higher-capacity removable local copy for a large photo and document collection, subject to checking the data inventory.
4TB; USB-C with USB 3.2 Gen 2x2; stated up to 2,000 MB/s transfers; USB-C-to-C and USB-C-to-A cables; AES-256 hardware encryption. Maximum speed needs a compatible host.
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A portable encrypted copy for personal files that may need to connect to different devices.
1TB; USB 3.2 Gen 2; stated up to 1,050 MB/s read and 1,000 MB/s write; USB-C-to-C and USB-C-to-A cables; AES-256 hardware encryption. Check capacity and restore workflow.
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A removable local destination for a sizeable collection when 2TB suits the planned backup and version history.
2TB; USB-C with USB 3.2 Gen 2x2; stated up to 2,000 MB/s transfers; AES-256 hardware encryption and stated up-to-3-metre drop protection. Check computer connection and backup software.
Not necessarily. The Information Commissioner's Office explains that changes to files in a cloud folder are commonly copied automatically, so check version history, deletion retention and the restore scope you need. Microsoft documents 30-day version history and 30-day deleted-file recovery for the cited OneDrive personal-account features.
Measure the folders you will protect, then allow for future growth and retained versions. For a full Mac Time Machine backup, Apple recommends a disk with at least twice the Mac's storage capacity; for file-only backups, calculate from the selected data rather than the computer's nominal storage alone.
Check the ports on the computer and drive, the supplied cable, file-system compatibility and the backup software's supported destinations. A USB label alone does not confirm the practical setup: host port, cable and operating system can affect how the drive works.
Use encryption or password protection when a drive could be lost, stolen or accessed by others, and keep the recovery password separate from the device. The Information Commissioner's Office states that encryption of personal information held on USB or backup media helps protect against unauthorised access, but it does not replace a second copy.
After the first backup and periodically afterwards, check that recent folders are present and restore a small non-critical file to a different location. The National Cyber Security Centre advises checking that important and recent data is included before relying on a backup.