Choose a compatible cloud service if automatic backup and access across devices matter most; choose an external drive for a local copy of a large library or when internet access is unreliable. A network-attached storage device (NAS) can give several household members a shared local destination, but it needs setup and maintenance. Whichever route you choose, check exactly which files it covers, keep a separate copy where needed and try restoring a few files.
If photos and documents are spread across phones and computers, identify the unique files on each one. Apple, Google and Microsoft use different backup settings and destinations, so coverage on one device does not establish coverage on another.
An external drive may suit a substantial photo or video collection, particularly when regular uploads are impractical. Microsoft Support identifies external and network storage as options when internet access is unavailable or many large files need backing up.
A NAS may suit several people who need a common destination and controlled access. Synology documents computer backups with restorable versions and mobile photo backup, provided the relevant hardware and clients are configured.
Start with the devices and files you must be able to restore. Then decide whether a cloud account, a directly connected drive or a managed shared destination fits the way your household will make and maintain copies.
Choose when: Compatible devices need automatic backup or access through an account away from home.
Accept: Coverage depends on service settings, available storage, internet access and your ability to recover the account.
Choose when: You want a directly controlled local copy of a large library or need to back up without an internet connection.
Accept: The drive must be connected when copies are made, and it needs protection from the risks affecting the original device.
Choose when: Several household members need a shared local destination that someone can administer.
Accept: A NAS requires compatible drives, account permissions, updates and its own separate backup plan.
| Concern | What to check | Who this matters to |
|---|---|---|
| Coverage across devices | Check supported devices and operating systems, then identify which photos, folders and app data each backup setting includes. A USB stick used for selected transfers does not establish wider coverage. | If my photos are on a phone and my documents are on a computer, I need a recoverable copy of both rather than assuming one setting covers them. Around 31% of consumers put cross-device coverage first. |
| Capacity and offline use | Compare the library and room for growth with usable capacity; check the connection and backup app for each intended device. | With a large photo or video library, I need enough local space when uploading everything is impractical. For around 31% of consumers, local capacity and offline practicality are the primary concern. |
| Shared access | Check compatible computer and phone clients, individual permissions and file-version options. Plan a separate backup for a NAS. | If several people contribute files, I need a shared destination without giving everyone the same level of access. Shared-household control comes first for around 23% of consumers. |
| Security and recovery | Check encryption and account-recovery settings, where recovery information will be kept, update support and whether a sample restore works. | I need to know that the household can still open its files after a device is lost or an account becomes inaccessible. Around 15% of consumers place recovery and security assurance first. |
Sync, device backup and document backup can cover different data. Apple Support says that, when iCloud Photos is enabled, its photos and videos are synchronised to iCloud rather than included in daily iCloud Backup.
List the devices, accounts and folders holding unique files, then check the inclusion settings for each before relying on a service.
Labelled capacity is not the same as usable space. Samsung UK also notes that the stated transfer performance of its T7 depends on the host configuration.
Allow room for the library to grow, and check the computer's port, cable and interface before choosing a drive for large transfers.
Encryption settings can make recovery information essential for an authorised user. Microsoft Support advises keeping a backup of the BitLocker recovery key; Apple places recovery responsibility on users who enable Advanced Data Protection.
Keep the applicable keys, contacts or account-recovery details securely somewhere other than the sole device being backed up.
The National Cyber Security Centre defines a backup as a copy of important data stored in a separate safe location. A drive or NAS kept beside the original device can share some of the same loss risks.
Consider another separate destination for important files, then restore a small selection to confirm the copies are usable.
iCloud Backup and iCloud Photos are relevant to households using Apple devices.
Google's Android backup and Google Photos are relevant to households using Android phones.
Windows households can consider cloud storage alongside File History backups to an external drive or network location.
Synology NAS products are relevant to households prepared to manage shared local storage.
Samsung portable SSDs are relevant to directly connected local copies and manual file transfers.
Seagate external drives are relevant to households considering a drive with Toolkit software features.
These external drives provide directly connected local storage, while the NAS is a shared-storage option for a household prepared to set it up. Choose by the devices and files you need to cover, and arrange a separate copy where one local destination would not be enough.
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Consider this portable SSD for a directly connected copy of selected household files. The named variant has 2 TB of labelled storage and a USB Type-C 3.2 Gen 2 connection.
Check usable space, ports and the backup workflow for every intended computer or phone; a portable copy still needs a plan for separation from the original files.
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Consider this portable hard drive for a computer-based local backup. Its named variant has 2 TB of labelled storage.
Check which folders the intended backup software covers and whether your phones need another route. If you use password protection, establish how you will retain the recovery information.
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Consider this Mac-oriented portable hard drive for a larger local library. Its named variant has 5 TB of labelled storage.
For a household also using Windows, check the stated HFS+ driver requirement and compatibility before choosing it. Confirm phone coverage, the backup method and the applicable warranty terms.
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Consider this portable hard drive when a computer-based local library needs more labelled storage space. The named variant is 4 TB and uses a USB 3.0 connection.
Check file-system compatibility before using it with a Mac or another non-Windows device, as reformatting may be needed. Confirm how backups will be scheduled and whether any phones need coverage.
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Consider this NAS if several household members need a shared local destination and someone can manage its setup. The named configuration has two bays and is diskless, so storage drives must be selected separately.
Check compatible drives, usable capacity, clients for your computers and phones, and user permissions. Plan a backup destination separate from the NAS itself.
Not necessarily: check what the service synchronises, what it backs up and how you would recover a deleted file. Apple Support says that photos and videos in enabled iCloud Photos are synchronised to iCloud rather than included in daily iCloud Backup; consider whether you need another independent copy.
Include every device or account holding unique photos, videos or documents, including phones, computers, removable media and shared folders. Check coverage separately for each platform: Windows File History, Android backup and iCloud use different settings and destinations.
An external drive is worth considering when internet access is unavailable or a large collection would be impractical to upload. Microsoft Support identifies external and network storage for those circumstances; check capacity and compatibility, then keep the copy separate from the primary computer where practical.
Keep the recovery information required by the protection you enable, securely and separately from the sole backed-up device. Microsoft Support advises retaining a BitLocker recovery key; Apple says Advanced Data Protection recovery depends on a device passcode or password, recovery contact or recovery key, while Google advises maintaining account recovery information.
After setup, restore a small selection of photos and documents to a different location, then repeat the check after significant device, account or storage changes. A completed copy alone does not show that the files you need can be recovered.