Households protecting family photos
If photos and videos would be difficult to recreate, plan for more than a copy beside the computer. Think about how you would retrieve the files after losing the device or access to your home.
Who needs a household backup?
A backup is a separate copy that you can restore if the original files become unavailable, as the National Cyber Security Centre explains.
Families with growing photo libraries
As the collection grows, compare a drive’s capacity with the cloud account’s total allowance. If several people will use a cloud plan, check its sharing rules and continuing subscription terms.
People planning for ransomware recovery
Copies need to remain accessible after an attack. The National Cyber Security Centre warns that ransomware incidents have affected both connected external drives and connected cloud backup locations, so avoid exposing every copy at once.
What should you check before choosing?
Start with where each copy will live and how you would restore it. Then choose enough capacity for the files you have and check the work or account terms needed to keep future copies usable.
| Priority | What to check | Your needs |
|---|---|---|
| Restorable copies | Check which folders are copied, how often copies are made and whether you can restore a few files to another location. The National Cyber Security Centre defines a backup by its ability to restore data after access to the original is lost. | I would struggle to replace family photos or household documents, so I need to know that a saved copy actually opens. |
| Location and access | For a local drive, decide where it will be kept between backup sessions. For cloud storage, check access from a replacement device and the provider’s sign-in requirements; the Information Commissioner’s Office notes that cloud files sit on provider-controlled servers. | If my computer and the backup kept beside it were both lost, I would need a copy somewhere else. Access from another device also matters to me. |
| Removable storage | Compare HDD and SSD capacity with the size of your files, and check the connection and device compatibility. Plan when you will connect, copy to and disconnect the drive: the National Cyber Security Centre warns that connected USB backups can be affected during ransomware incidents. | I want a local archive I can use without signing in to a cloud account. If I carry it between devices, its size and the connections I can use matter too. |
| Cloud allowance | Count everything using the account’s storage and check what happens after a downgrade or cancellation. Google says its allowance is shared across services including Drive, Gmail and Photos; Microsoft says cancelling an eligible subscription can return its allowance to 5 GB. | Our photos will keep growing, and I do not want email or other files to use up space I assumed was reserved for backups. |
| Account recovery | Review sign-in protection, recovery methods and who can open shared folders or links. Apple Support says its account recovery can take several days or longer; Google describes a recovery email, while Microsoft offers an account recovery code. | If I lose my phone or forget a password, I still need a way back into our files. Private documents should not become accessible through an unintended sharing link. |
Backup mistakes to avoid
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Assuming a synchronised folder is a recoverable backup
A folder that appears on several devices does not, by itself, show whether deleted or altered files can be restored. The National Cyber Security Centre advises keeping a separate copy that can be recovered.
Check the service’s deletion and restoration options, then restore a small selection of photos and documents to another folder or device.
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Leaving the backup drive connected all the time
The National Cyber Security Centre reports ransomware incidents in which connected USB and network backup drives were affected alongside the original files.
Connect a removable drive for backup and restore sessions, then disconnect it. Do not keep every backup copy connected at once.
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Choosing cloud capacity by its headline allowance
Google says storage is shared across several account services. Microsoft says a cancelled subscription can revert to 5 GB and that uploads, editing or synchronisation can stop if usage stays above the allowance.
Check current use, expected photo and video growth, billing terms and the consequences of exceeding or reducing the allowance before relying on a plan.
A cloud subscription requires continuing payments for its paid allowance; a reduced allowance may also interrupt new file copies.
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Waiting until a lost device to arrange account recovery
Cloud files may still exist while the account is inaccessible. Apple Support says its recovery process can take several days or longer.
Set up the provider’s available recovery methods in advance and keep recovery details away from the computer being backed up. Review them when phone numbers or devices change.
Cloud service references
These account services illustrate terms worth checking if you already use their associated devices or apps; their mention does not indicate that a particular plan suits every household.
Apple iCloud+
An option to examine when household photos and files are already managed through Apple devices and an Apple Account.
- Apple Support states that iCloud includes 5 GB of free storage and describes automatic backup; check which of your files and devices are covered by the settings you enable.
- Extra iCloud+ storage is a subscription rather than a one-off drive purchase. Apple Support says account recovery may take several days or longer, so arrange recovery access before depending on the account.
Google One
A cloud-storage option to compare when a household already uses Google Drive, Gmail or Google Photos.
- Google One Help states that a personal Google Account has up to 15 GB shared across Drive, Gmail and Photos.
- Other services can draw on the same allowance. Check total account use, the chosen plan’s terms and a recovery email before relying on it for important files.
Microsoft OneDrive
A cloud-storage option to assess when household files are already associated with a Microsoft account.
- Microsoft Support states that its 5 GB free allowance is shared across OneDrive files and photos, Outlook.com attachments and Microsoft 365 apps.
- Microsoft says cancellation of an eligible subscription can return the allowance to 5 GB; if usage remains above it, new uploads, editing and synchronisation can stop. Check account recovery arrangements too.
External drives on Joybuy
These external SSDs and HDD offer local-copy options for household photos and documents. None provides an off-site copy simply by being connected to the computer; if that protection matters, plan where another copy will live.
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Samsung Portable SSD T7 2 TB, grey
A portable local-copy option if you want to move a photo and document archive between backup locations. Its stated capacity is 2 TB and the product name specifies USB Type-C 3.2 Gen 2; check your devices and disconnect the drive between backup sessions.
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Samsung T7 Shield Portable SSD 1 TB, blue
Consider this 1 TB local SSD if its capacity covers the files you intend to copy. The product name specifies USB 3.2 Gen 2; check the connection on your backup device and keep another copy elsewhere for files you cannot replace.
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SanDisk Portable SSD 2TB
This 2TB portable SSD is an option for a sizeable local copy of household files. Confirm its operating-system and filesystem compatibility with the computer you will use, and keep it disconnected when a backup session is finished.
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DigiEra LPS2000M-3 Magnetic Portable SSD 1TB, pink
This USB 3.2 Gen 2x2 SSD offers a 1TB local-copy option. Its product name refers to iPhone 15/16 Series and USB-C devices, but check the exact device features, operating-system and filesystem requirements before using it for computer backups.
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Western Digital My Passport Portable Hard Drive 2TB, black
This 2TB external HDD is a local archive option for photos and documents. If you use a Mac, confirm the setup needed for this exact drive before buying; keep a separate copy elsewhere if a problem at home could affect both the computer and drive.
Backup questions answered
Is one external drive enough for family photos?
An external drive provides a local copy, but one kept only at home will not protect files if both it and the computer are lost. The National Cyber Security Centre also warns that connected USB backups can be affected in ransomware incidents. Disconnect the drive after use and keep another copy elsewhere for photos you cannot replace.
Does cloud storage count as a backup?
Cloud storage can hold an off-site backup copy if the files you need are actually copied and can be restored. Do not assume a synchronised folder is protected from every deletion or attack: the National Cyber Security Centre warns that connected cloud backup locations can also be compromised. Check recovery options and protect the account controlling the files.
What matters besides a cloud plan’s storage allowance?
Check which services use the allowance, billing and family-sharing terms, what happens after cancellation, and how you would regain account access. Google says its storage is shared across services including Drive, Gmail and Photos. Microsoft says cancellation of an eligible subscription can reduce its allowance to 5 GB and, if usage remains above it, stop new uploads, editing and synchronisation.
How should I prepare before storing private documents in the cloud?
Review who can open shared folders and links, secure the account and set up its recovery methods before depending on it for the only accessible copy. The Information Commissioner’s Office explains that cloud files are stored on provider-controlled servers, so check the provider’s sharing controls rather than assuming every link is private.