Choose cloud storage if access across household devices and a copy away from home matter most; choose an external drive if you want a local copy you can keep under your control. For photos and documents you could not replace, using both gives you two locations, provided the copies are separately protected. Check your file volume, device connections and backup software before choosing a drive or cloud allowance.
Family photos, scanned records and important documents can be difficult to recreate. The National Cyber Security Centre advises keeping a copy of important data in a separate safe location, so think about whether your files would remain recoverable if the original device were lost or damaged.
If photos and documents need to be available on more than one computer, phone or tablet, check which folders the cloud service copies and when syncing finishes. For a shared plan, also check file permissions: Google says sharing Google One storage does not automatically share family members’ files.
A drive’s plug and capacity are not the whole compatibility decision. Check its connector, the devices that must use it and the backup application: Apple says Time Machine cannot back up to a disk formatted for Windows.
Decide where a recoverable copy will live, then size it for the files you intend to protect and check how each device will back up to it.
| Concern | What to check | Who this matters to |
|---|---|---|
| Recovery and separation | Keep a copy separately protected from the original device; test that you can restore a file. The National Cyber Security Centre warns that ransomware has affected connected backup drives. | If a device fails or malware reaches files at home, I need another copy I can still recover. About 31% of consumers put that resilience first. |
| Access across devices | Check which folders and devices are covered, when syncing completes and who can access shared files. | With files spread across several devices, I want selected documents and photos to stay accessible without copying them manually each time. That is the primary need for about 25% of consumers. |
| Capacity for a local copy | Measure the files you will protect and allow for growth. If comparing cloud storage, check what else uses the same allowance; Google says its standard account’s up to 15 GB is shared across Drive, Gmail and Photos. | As my photo collection grows, I want enough room for the files I have chosen to back up and a physical copy I can keep. About 25% of consumers place that need first. |
| Device compatibility | Check ports, cables, file format and backup-software requirements before using a drive. Apple says Time Machine cannot back up to a Windows-formatted disk. | If my household uses a Mac and a Windows PC, I need to know how the drive will work with the intended backup software before I start. For about 19% of consumers, avoiding setup problems is the main concern. |
A copy on a drive that stays connected may be affected alongside the original files. The National Cyber Security Centre reports ransomware incidents involving connected USB and network backup drives.
Keep at least one copy separately protected. If a drive does not need to remain connected, disconnect it after backing up, and try restoring a file.
A growing collection can outstrip the space selected for it. Cloud allowances may also cover other files: Google counts Drive, Gmail and Photos against its standard account’s shared storage.
Measure the folders and libraries you plan to protect, decide whether a full-computer backup is needed and leave room for future files.
The connector, cable and file format can each affect use. Apple says Time Machine cannot back up to a Windows-formatted disk; Western Digital says its WD Elements SE is supplied in NTFS format and may need reformatting for macOS.
Check the ports on each device and the requirements of your backup software before buying. If reformatting is necessary, move any files already on the drive elsewhere first.
A shared cloud allowance does not necessarily give everyone access to the same documents. Google says Google One family members cannot access one another’s files without permission.
Review storage sharing and individual file or folder permissions separately, especially for private household records.
Its portable SSD range is relevant if you want a compact local backup drive and expect to transfer files between computers.
Its Extreme Portable SSD is another local-drive option to consider when the backup copy needs to travel with you.
Its external drives are relevant to households considering a conventional local backup.
A cloud option for households that want selected computer folders available through their Microsoft account.
A cloud-capacity option for households already using Google Drive, Gmail or Google Photos.
These portable SSDs and hard drives are options for keeping a local copy of household photos and documents. Choose a capacity for your own files, and plan a separately protected copy if one drive would not provide enough resilience.
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Consider this for a sizeable local photo and document copy if 4 TB fits your measured backup needs.
The product name specifies USB Type-C and USB 3.2 Gen 2x2. Check your computer’s port and the drive’s format, particularly if you intend to use Mac backup software.
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Consider this portable local copy if your selected files and expected growth fit within 1 TB.
The product name specifies USB 3.2 Gen 2. For a Mac backup, confirm the drive’s format and suitability for your chosen software; the drive alone is not an off-site copy.
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Consider this for a larger local file collection if your measured backup scope calls for 4 TB.
The product name specifies USB Type-C and USB 3.2 Gen 2. Check the connection and file format against the devices and backup software you will actually use.
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Consider this for a local copy of selected photos and documents if 1 TB leaves enough room for growth.
The product name specifies USB Type-C and USB 3.2 Gen 2x2. Confirm the cable you need for your ports and the file format required by your backup software.
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Consider this local hard drive if a Mac is central to your backup setup and your files call for 5 TB of capacity.
Check its format against your Mac backup software. If a Windows PC must also read or write the drive, confirm that workflow before buying.
Start with the size of the folders, photo libraries and computer files you will actually protect, then leave room for growth and any backup history you intend to keep. If you are considering cloud storage, include other uses of the allowance: Google says its standard account’s up to 15 GB is shared across Drive, Gmail and Photos.
Possibly, but check the intended backup applications and drive format before sharing it between systems. Apple says Time Machine cannot back up to a disk formatted for Windows, while Western Digital says its NTFS-formatted WD Elements SE may need reformatting for macOS. Reformatting erases files already on a drive, so move them elsewhere first.
A cloud copy can give you access away from the original device, but it is not automatically isolated from problems affecting a connected account. The National Cyber Security Centre reports ransomware incidents involving connected cloud backup locations. For files you cannot replace, consider a second, separately protected copy and test how you would restore it.