Choose automatic cloud backup if you want new files copied with little routine effort and access after losing or replacing a device. Choose an external drive for a separate local copy, particularly for a large library or unreliable internet; for irreplaceable files, using both gives you two recovery paths. Whichever route you take, check what is actually copied, whether you can restore it and how you will protect the account or store the drive.
If you rely on a phone for photos, videos and essential device data, check which items its automatic backup covers before you need to replace the phone. Apple Support and Google Photos Help describe different arrangements for device data and photo libraries.
A separate drive may suit a substantial photo or video collection, especially when uploading it is impractical. The copy still needs a regular routine and a way to open the files on a replacement device.
Family photos and important documents warrant more than one way back to the files. The National Cyber Security Centre advises considering both online and storage-device backups in case one is lost, stolen or fails.
For photos and documents, decide whether your main need is automatic coverage, a large local copy, independent recovery paths or a portable copy of selected files. A service that synchronises files needs a separate check: changes and deletions may also synchronise.
Consider it when: you want new files copied without a manual drive routine and need access after a lost or replacement device.
Trade-off: coverage depends on the service settings, available account storage, internet access and continued account access.
Consider it when: you want a separate local copy of a large library or cannot depend on a reliable upload connection.
Trade-off: the drive needs a copying routine and safe storage away from the original device.
Consider it when: you need a portable copy or transfer of selected files between compatible devices.
Trade-off: a small removable device is easy to misplace and should not be assumed to cover a growing household library.
Consider it when: important files need a recovery path beyond either one account or one physical drive.
Trade-off: both copies need checking, and the removable one should be disconnected when it is not in use, as the National Cyber Security Centre advises.
| Concern | What to check | Who this matters to |
|---|---|---|
| Automatic coverage | Check which photos, documents and device data are included, and the conditions for automatic copying and restoration. | If I lose or replace my phone, I want recent files ready to restore without having remembered a manual copy. Around 33% of consumers put automatic coverage first. |
| Large-library local copy | Compare your current library and expected growth with drive capacity; check connector compatibility and how you will copy files. | With a substantial photo and video library, I need a separate copy that I can make and retrieve locally. For around 27% of consumers, local capacity and transfer practicality are the primary concern. |
| Independent recovery | Check that copies remain in separate locations, enable 2-step verification for cloud access and try restoring a file. | If one account, device or location becomes inaccessible, I still need another route to important files. Independent recovery is the main priority for around 27% of consumers. |
| Selected portable files | Confirm the connector or card-reader fit, capacity for the chosen files and a safe place to keep the device. | When I only need to carry or transfer particular documents and photos, a compact copy matters more than a full-library routine. Around 13% of consumers put that limited portable use first. |
A backup needs to remain recoverable after the original device is lost or damaged. Microsoft Support says deleting a synced online-only OneDrive file removes it from devices and the cloud, subject to its recovery options.
Keep a separate copy and test that you can locate and open a few photos and documents from it.
Google Photos Help says Original-quality uploads use account storage, while its Storage saver setting can reduce photo or video resolution. Capacity and quality settings therefore affect what you retain.
Check your library size, the selected backup quality and which data the account must hold before choosing a storage allowance.
Connected storage can be affected during the same malware incident as the computer. The National Cyber Security Centre advises disconnecting an external backup device when it is not in use.
After copying, check some files, eject the drive safely and store it separately where practical.
SanDisk Support explains that a drive's labelled decimal capacity can appear as a lower figure when a system reports capacity using binary units.
Allow room for library growth rather than choosing a drive that only just matches the size of your files.
An iPhone and iPad route involving iCloud Backup, iCloud Photos and iCloud Drive.
A Google Account route for Android device data and Google Photos media.
Windows options include OneDrive synchronisation and File History copies to an external drive or network location.
Portable SSDs are a local-storage option for making a separate file copy.
USB flash storage can serve selected-file copies and transfers where the connector fits.
These removable drives can hold separate local copies of personal files. The SSDs and hard drive suit a drive-based backup routine; the flash drive is more suited to selected-file copies. Check capacity against your own library and confirm how your device will copy and restore files.
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A removable local-copy option to consider for a large photo and video library.
The product name specifies 4TB and USB 3.2 Gen 2x2. Check the intended device connection and your copying and restore routine.
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A portable drive for a separate local copy when its capacity fits the files you need to protect.
The product name specifies USB 3.2 Gen 2. Check connection and file-system compatibility with the device you will use to restore files.
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A compact option for copying selected files between compatible devices, rather than assuming a complete automatic backup.
The product name specifies USB 3.2 Gen 2×1 and Type-C interfaces. Confirm that the intended devices can read the copied files.
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A separate local-copy option for photos, videos and documents if 2TB leaves enough room for your library.
Confirm the connection and file-system fit with your intended device, then plan how you will make and check copies.
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A local-drive option for a larger collection of household files when you can maintain a regular backup routine.
The product name specifies USB 3.0. Check its connection and formatting requirements for the computer you will use, particularly if you need to move files between operating systems.
Not on its own: synchronisation can carry a deletion to other locations. Microsoft Support says deleting a synced online-only OneDrive file removes it from devices and the cloud, subject to recycle-bin restoration. Check the service's deletion-recovery options and keep an independent copy of irreplaceable files.
Start with the size of your current files, then allow room for growth and any device data you also intend to back up. Google Photos Help says Original-quality uploads count towards account storage, while Storage saver can reduce resolution; check the quality setting before choosing an allowance.
Disconnect it when it is not being used for backup. The National Cyber Security Centre warns that connected storage can also be affected by viruses; after copying, open a few files from the drive, eject it safely and store it securely.
Use a strong, unique password and enable 2-step verification. The National Cyber Security Centre recommends that extra check for important accounts, including cloud storage; make sure you can also regain access to the account used for recovery.