For household files that would be difficult to replace, keep a recoverable local copy and a separate off-site copy rather than relying on one drive or one cloud account. An external drive can provide the local copy, cloud storage can provide an off-site route, and a NAS makes sense when several devices need shared storage and someone can manage its backups. Check what can actually be restored: synchronised files alone may not give you the version history or deletion recovery you need.
If a computer is lost, fails or is erased, you need to recover documents and photographs from somewhere else. The National Cyber Security Centre advises keeping important backup data in a separate safe location; a fast drive alone does not provide that separation.
If you regularly move photographs, videos or project files, a compact portable copy may be useful. It still needs a separate recovery destination: carrying the only backup with you leaves those files exposed to the loss of that drive.
If several devices need access to one archive, you may be prepared to manage shared storage, permissions and backup versions. Synology’s guidance recommends backing up a NAS to a different destination rather than treating its internal drives as the whole backup plan.
Decide how you would recover the files before choosing a drive or service: work out which files need copying, where a separate copy will live and how you will restore an older or deleted file.
| Concern | What to check | Who this matters to |
|---|---|---|
| Recoverability | Check which files are copied, where the separate copy is kept and whether you can restore an older or deleted file. | If losing a computer could also mean losing family photos, I need a separate copy I can restore after failure, deletion or malware. Around 36% of consumers put recoverability first. |
| Automatic off-site copies | Check folder coverage, upload frequency, available capacity and the service’s restore and deletion-retention options. | When I might forget a manual backup, I want important changes copied away from home without repeated effort. Roughly 29% of consumers prioritise automatic off-site copies. |
| Privacy and portability | Check access controls and account recovery; for a carried drive, check the exact model’s protection options and connection requirements. | If I carry personal files or keep them in a cloud account, I need to control who can open them without losing access myself. Around 21% of consumers make privacy or secure portability their primary concern. |
| Shared archive management | Check usable storage, household access permissions, version retention and support for a separate backup destination. | With files spread across several household devices, I want one shared archive and am prepared to maintain its backups. About 14% of consumers put shared archive management first. |
The Information Commissioner’s Office explains that changes to files in a cloud folder can be copied across devices. Recovery therefore depends on the service’s version and deletion rules; Microsoft says OneDrive file version history is retained for 30 days.
Check the folders covered, version and deleted-file retention, and how to restore a test file. Keep another separate copy of files you cannot replace.
The National Cyber Security Centre warns that some viruses can affect storage devices connected to an infected computer.
After a backup completes, check it and disconnect the drive when it is not in use. Store it securely and keep another copy elsewhere.
A NAS can hold a shared archive, but internal drive redundancy does not put a recovery copy in another location. Synology recommends backing up its NAS to a different destination.
Plan that second destination, configure version retention and test a restore rather than relying on the NAS enclosure alone.
A shared archive also needs ongoing attention to storage drives, updates and user access.
Cloud files may be private or shared, according to the Information Commissioner’s Office. Losing access to the account can also put its backup copy out of reach.
Review sharing permissions, use a unique strong password and enable two-step verification for the storage account and its associated email account. Keep recovery details somewhere accessible to the account holder independently of the backed-up device.
A physical-storage brand to consider for portable or desktop external hard drives used as local copies.
A portable-SSD brand to consider when files are frequently carried or transferred.
A NAS platform to consider for a shared archive when the household can administer storage and backups.
A cloud-synchronised folder option for access across devices, with recovery features to assess separately.
These external drives, portable SSD and diskless NAS represent local-copy and shared-storage routes. For household files that need an off-site copy too, plan a separate destination alongside the physical storage you choose.
No image available
Consider this portable hard drive for a local copy of household photos and documents when the Mac variant suits your setup.
5TB capacity. Confirm the connection and any Mac setup requirements, plus how your backup software handles older versions and restores. Keep a separate copy elsewhere.
No image available
This portable hard drive is an option for a local copy of personal files when 2TB fits the amount you need to retain.
Check operating-system setup and whether the backup software’s version retention and restore process meet your needs. Store another copy separately.
No image available
Consider this portable SSD if you regularly carry or transfer a local copy of files.
1TB capacity and USB 3.2 Gen 2. Check the intended computer’s connection and your backup software’s restore options; a carried SSD is not an off-site backup by itself.
No image available
This portable hard drive offers a local storage destination for a household archive.
4TB capacity and USB 3.0. If you plan to use it with a Mac, confirm file-system and reformatting requirements before copying files; arrange backup scheduling and a separate off-site copy.
No image available
Consider this NAS if several household devices need shared storage and you are prepared to configure and maintain backups.
Two-bay, diskless configuration: plan the compatible drives as well as a separate backup destination. Check access controls, version settings and restoration before relying on the archive.
No: synchronisation copies changes across devices, while a recoverable backup must let you restore the files you need. The Information Commissioner’s Office describes changes being copied across cloud folders, and Microsoft says OneDrive file version history is retained for 30 days. Check deleted-file recovery, folder coverage and a test restore, then keep a separate copy of irreplaceable files.
Choose capacity for the files you intend to keep and the backup history you want to retain, not just the space they occupy today. Add up documents, photographs, videos and files from each device, then allow room for new files and any versions kept by your chosen software or service.
Disconnect a removable backup drive when it is not in use if your backup routine allows it. The National Cyber Security Centre warns that some viruses can affect connected storage devices; check that the backup completed before disconnecting, and keep another copy off-site for important files.
Use a unique strong password, enable two-step verification for the cloud account and its associated email account, and keep account-recovery details accessible to you. The Information Commissioner’s Office advises care with cloud sharing settings, while the National Cyber Security Centre recommends two-step verification for important accounts.