For irreplaceable household photos and documents, use both an online copy and a separately stored local drive where practical: the National Cyber Security Centre advises considering both so that losing one backup does not remove every copy. An external HDD suits a substantial archive kept mainly at home, while an SSD is worth considering when you frequently carry or transfer large files. If cloud access across devices matters most, check exactly what the service protects, how family storage is allocated and what changes if you cancel the plan.
If losing a computer would also mean losing photos or documents you cannot recreate, focus on whether a separate copy remains recoverable. The National Cyber Security Centre advises considering both online storage and a storage device rather than relying on one backup location.
If files need to be accessible across computers and phones without routine manual copying, compare the folders and photo libraries each service covers. Family storage rules and the consequences of cancelling a plan also matter.
If you regularly move a photo or document archive between devices, consider the drive's capacity, connection and ease of carrying it. A portable drive still needs a backup routine and a safe place to be stored.
Start with the copy you would rely on after losing the main computer. Then decide how much local capacity, cross-device access and portability your household needs.
| Concern | What to check | Who this matters to |
|---|---|---|
| Recoverable copies | Check that another copy exists away from the main computer, and that you can restore files from it. Disconnect a local backup when it is not in use. | If the computer is lost or fails, I need photos and documents to remain recoverable elsewhere; around 37% of consumers put that need first. |
| Access across devices | Check the exact folders, photo libraries and devices covered, plus how a family plan allocates storage. | I want selected files available on several household devices without remembering to connect a drive; for around 27% of consumers, that is the primary concern. |
| Local archive capacity | Compare drive capacity with the archive and its likely growth, then plan where the drive will be stored. | My growing archive needs a substantial local copy that I can manage without a cloud plan; this comes first for around 27% of consumers. |
| Portable transfers | Check the ports and cable on each intended computer before relying on an SSD's stated transfer speed. | I frequently carry the archive and copy large batches of files between devices; around 9% of consumers prioritise that need. |
The National Cyber Security Centre warns that ransomware can affect connected USB and network drives as well as the computer's original files.
After a completed backup, safely disconnect the drive and store it securely. For files you cannot recreate, consider an online or separately located copy too.
Google says its account allowance is shared across Gmail, Drive and Photos; Google One family members also share a family storage quota. Other providers use different family allocation rules.
Check what already uses the allowance and how storage is shared before choosing a plan for the household archive.
Samsung says the maximum stated speeds for its T7 Shield require a compatible USB 3.2 Gen 2 host, cable and UASP mode. Those conditions should not be assumed for a different SSD model.
Check the connection on each computer you intend to use, and compare the drive's requirements with those connections.
Microsoft says cancelling Microsoft 365 Basic or Personal returns storage to its 5 GB free allowance. If stored content exceeds that allowance, new OneDrive uploads, edits and syncing are restricted.
Before cancelling a plan, check its current terms and keep an accessible copy of files you may need to move.
OneDrive is relevant to households using Windows PCs that want selected folders available across devices.
Google One is relevant when a household already uses Google Photos, Drive and Gmail.
iCloud+ is relevant to Apple-centred households storing photos, files and device backups.
Samsung's portable SSD range is relevant when a household frequently carries or transfers a local archive.
These HDDs and SSDs offer ways to keep a local copy of household files. Choose capacity and portability around your archive, then arrange a separate copy if losing the drive would leave you without a backup.
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Consider this portable HDD for a substantial local archive used with a Mac.
Check the required setup before using it with a Windows computer. Keep another copy elsewhere if the files cannot be replaced.
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Consider this portable SSD if you regularly move a local archive between devices.
The title specifies USB 3.2 Gen 2; check the intended computer and cable before relying on fast transfers. Keep the drive away from liquids and maintain another copy of irreplaceable files.
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Consider this portable HDD for a local copy that fits within its 2TB capacity.
If you use a Mac, confirm the filesystem and setup needed for your computer before choosing it. A second copy remains important if the drive is lost or damaged.
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Consider this desktop HDD for a large archive that will usually stay in one place.
It requires an AC power adapter, and macOS use may require reformatting; check that setup before moving files. Plan a separate copy rather than relying on one stationary drive.
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Consider this portable HDD for a local archive that you need to move between locations.
Check whether your intended Mac or other device requires reformatting. Protect the drive from liquids and impacts, and keep a separate copy of important files.
A cloud copy can preserve access after a computer is lost, but relying on one location or account leaves another point of failure. The National Cyber Security Centre advises considering both online storage and a separate storage device; check how you would restore files and keep the local copy safely stored.
Do not assume that it will. Microsoft says OneDrive folder backup protects selected folders such as Desktop and Documents; check each computer, phone, folder and photo library you want covered, then test restoring a non-critical file.
The allocation depends on the provider and plan. Microsoft says Microsoft 365 Family gives each of up to five other people 1 TB, while Google One family members share a quota and must live in the organiser's country; Apple offers eligible iCloud+ sharing with up to five other family members.
Make sure you can still access and retain the files you need under the remaining allowance. Microsoft says cancelling Microsoft 365 Basic or Personal returns storage to 5 GB and restricts new OneDrive uploads, edits and syncing if the account exceeds that allowance; check the terms of your particular provider and move files where necessary.