Choose an external HDD for a separate computer archive, an external SSD if you regularly carry or transfer files, a NAS for a shared household destination, or cloud storage when off-site access and recovery on a replacement device matter most. Whichever route fits, check exactly what it copies and test a restore. A connected drive, a synced photo library or one cloud account should not be your only recoverable copy of important files.
If most photos and documents are on one or two computers, an external HDD provides a separate local destination. Which? describes HDDs as suitable for long-term computer-file backup; an SSD becomes more relevant when faster transfers or regular carrying matter. Plan how often you will connect the drive and check that you can restore files from it.
Photos and files spread across phones, tablets and computers call for a backup method that covers each device. Cloud services can automate parts of that work, while a NAS can provide a shared local destination. Apple, Microsoft and Synology document different backup and synchronisation features, so check the files and devices covered by the setup you intend to use.
If theft, local damage or loss of account access would put important files at risk, keep a copy independent of your everyday device and check that you can retrieve it. The National Cyber Security Centre warns that connected storage can be affected alongside the original files. Protect cloud accounts with two-step verification and test a restore rather than relying on storage capacity alone.
Start with where your household files are stored, then decide how you would retrieve them if a device were lost, damaged or replaced.
| Concern | What to check | Who this matters to |
|---|---|---|
| Archive capacity | Measure the files to protect and leave room for growth and retained versions. Check the computer connection and how individual files are restored. | If most of my photos and documents are on a computer, I need enough space for a separate copy that I can retrieve. About 31% of consumers put archive capacity first. |
| Off-site recovery | Confirm which files and device data are included, check the latest successful backup, protect the account and test recovery. | When a phone or computer is lost, I want my important files available on a replacement device without relying on a manual copy I may have forgotten to make. For about 31% of consumers, off-site recovery is the primary need. |
| Shared household storage | Check device and backup-app compatibility, scheduled backups, user permissions and a separate destination for the NAS itself. | With files on several household devices, I need one managed place for copies and a way to recover them. Shared storage comes first for about 23% of consumers. |
| Limited portable transfer | Check the connector on each device, the space needed for the selected files and whether another backup exists. | If I only need to carry a small set of files between devices, a portable copy matters more than storing the whole household archive. That is the primary need for about 15% of consumers. |
The National Cyber Security Centre describes incidents in which ransomware affected connected USB and network storage as well as the original files. A drive left attached may therefore be exposed during the same incident.
Keep at least one copy isolated when it is not in use or maintain an independent off-site copy, and test that you can restore a selected file.
Synology warns that RAID crashes and drive failures can still cause data loss. Central storage is useful for several devices, but it does not by itself protect files from every failure or a whole-home incident.
Arrange a second destination for important NAS files and check that its backup versions can be restored.
An independent copy may require another drive or backup destination as well as the NAS.
Apple says that when iCloud Photos is enabled, those photos and videos synchronise separately and are not included in the daily iCloud Backup. Seeing a photo on another device does not establish that every important data type has a recoverable copy.
Identify where photos, documents and device data are stored, then check how each can be recovered.
Google says its account storage is shared across Drive, Gmail and Photos. GOV.UK consumer guidance also warns that suspension or cancellation of a cloud account can affect access to stored data.
Check total account usage, renewal and cancellation terms, account-recovery options and how you would export or separately copy important files.
Synology NAS hardware and backup software are relevant when several household devices need a managed local destination.
iCloud is relevant to households protecting iPhone or iPad data and accessing photos and files across Apple devices.
Google storage is relevant to households using Google Photos, Drive and other Google services across devices.
OneDrive is relevant to Windows households that want selected PC folders available across devices.
Seagate is one external-drive brand to consider for computer-file and photo backup.
These external HDDs and SSDs are options for keeping a separate local copy of computer files or carrying selected photos and documents. Choose the capacity and connection for your devices, then arrange a backup routine and another independent copy for files you cannot replace.
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Consider this external HDD for a sizeable computer photo or document archive that needs a separate local destination. It is the 5TB for Mac variant; check the connection and any software required for your computer, and confirm how your backup method restores individual files.
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Consider this portable SSD if you regularly move a large selection of photos or files between compatible devices. Its named interface is USB 3.2 Gen 2x2; check the ports on your devices before relying on that connection, and verify how you will schedule copies and restore files.
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Consider this portable external HDD for a computer archive that fits within its 2TB capacity. Confirm compatibility with your operating system before buying, particularly if you use a Mac, and check that your chosen backup method can restore the files you need.
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Consider this portable SSD for a selected photo library or files you move regularly, provided they fit within 1TB. The named interface is USB 3.2 Gen 2; check device connections and how you will make and restore backup copies.
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Consider this external HDD for a separate local copy of a computer photo or document archive that fits within 4TB. Check its USB connection and any formatting needed for your operating system, then test restoration using your chosen backup method.
Not automatically: check whether you can recover an earlier or separately stored copy if a file changes or disappears. Apple says iCloud Photos synchronises separately from daily iCloud Backup, so check the recovery method for photos as well as for other device data.
Check that iCloud Backup is enabled, that there is sufficient storage and that the latest backup completed. Apple says automatic iCloud Backup requires the device to be connected to power and Wi-Fi with its screen locked.
Apple states that iCloud includes 5 GB of free storage. Google states that a standard Google Account includes up to 15 GB shared across Drive, Gmail and Photos. Compare the space your files need with the total already used by the relevant account.
Use a unique, strong password and enable two-step verification where available, including on the email account used for recovery. The National Cyber Security Centre recommends two-step verification for important accounts; keep a separate recovery route for files you cannot replace.
Check which files are covered, the storage allowance, renewal and cancellation terms, and how to export your files. GOV.UK consumer guidance warns that suspension or cancellation can affect access to stored data, so keep an independent copy of important files.