Choose cloud storage when an off-site copy and access from another device matter most; choose an external drive for a direct local copy, with a portable SSD worth considering if you regularly carry or copy large collections. For photos and documents you cannot replace, keep both a separate local copy and an off-site copy, disconnect the local drive between backups and test that you can restore files. The National Cyber Security Centre cautions that neither physical nor cloud backup is resistant to ransomware by default.
If losing a computer or the home copy would mean losing irreplaceable files, keep a copy away from home as well as a separate local backup. Check who can access family images and records, and practise restoring a file. The Information Commissioner's Office explains the off-site benefit of cloud storage; the National Cyber Security Centre advises checking that backups can be restored.
Windows Backup and OneDrive can protect selected folders and make them available through a Microsoft account, according to Microsoft Support. Check that Desktop, Documents, Pictures and any other folders you rely on are selected, and that the account has room for them.
Apple's Time Machine backs up Mac files to an external storage device. Apple recommends a backup device with at least twice the Mac's storage capacity. If theft or damage at home is a concern, keep another copy away from the computer and home.
Decide where your recoverable copies will live, then check which files each method includes and try restoring one.
Consider it when: You want a direct local destination for a household archive or a Mac Time Machine backup.
Bear in mind: A drive kept with the computer can be lost in the same theft, fire or flood; disconnect it between backups when ransomware resilience matters.
Consider it when: You frequently move large collections or carry a local copy between compatible devices.
Bear in mind: Portability does not make the SSD an off-site backup while it travels with your computer, and stated transfer speeds depend on the connection.
Consider it when: You need an off-site copy or access to selected files after losing a device.
Bear in mind: Folder selection, account access, storage limits and the service's deletion or recovery options all affect what you can retrieve.
Consider it when: Photos or documents cannot be recreated and losing either the computer or one backup location would be unacceptable.
Bear in mind: Two copies require a routine: check that both finish, protect access to each and test restoration.
| Priority | What to check | Your needs |
|---|---|---|
| Restoring files | Confirm backup frequency, included folders and completion. Restore a sample file; the National Cyber Security Centre advises knowing how to restore backups. | I want a usable recent copy if my computer fails, goes missing or is affected by ransomware. |
| Separate locations | Keep one copy away from the computer and, for home-wide risks, away from the home. Do not leave a local backup device permanently connected if ransomware resilience matters, advises the National Cyber Security Centre. | A theft, fire or flood should not take both my computer and its only backup. |
| Privacy | Review cloud sharing permissions and account passwords; consider encryption for a drive holding sensitive files. The Information Commissioner's Office explains that encryption helps protect information on lost or stolen backup media. | I want control over who can open family photos. In research Proton reported in May 2025 involving more than 2,000 UK parents with children under 16, 72% agreed that keeping their photos private was extremely important. |
| Capacity and scope | Compare your archive with available storage and allow for growth. Check selected cloud folders and shared account quotas; Google says a full account stops Drive uploads and photo or video backup. | My documents may be outside the usual picture folders, and a growing photo collection needs enough room to keep backing up. |
| Device fit | Check the computer's connection, file system and backup software before choosing a drive. For cloud files, distinguish streaming from mirroring: Google says mirroring downloads a full local copy. | I need the backup to work with the devices I use and to leave enough computer storage for everyday files. |
Windows and cloud desktop tools can protect selected folders rather than every file. An unfinished upload or a misunderstood streaming setting can also leave the copy you expect incomplete.
List the files you cannot lose, select their folders, let the initial backup finish and restore a sample file.
The drive can be lost in the same theft, fire or flood. The National Cyber Security Centre also advises against keeping a backup device permanently connected where ransomware is a concern.
Keep another copy away from the home or store a separate backup elsewhere, and disconnect the local drive between backups.
Google storage is shared across Drive, Gmail and Photos. Google says that reaching the account limit stops Drive uploads and photo or video backups.
Compare your archive with the available allowance, leave room for growth and review the plan's renewal and cancellation terms.
Keeping a growing archive in cloud storage may require an ongoing subscription once the included allowance is exceeded.
Encryption helps restrict access after a drive is lost or stolen, while physical-durability claims concern specified tests. Neither creates a second recoverable copy.
Protect sensitive files and keep password-recovery information safely, but maintain another copy in a different location.
Time Machine is Apple's built-in route for automatic Mac backups to external storage.
Windows Backup and OneDrive offer account-based backup for selected Windows folders and settings.
Google Drive offers cloud storage and desktop file-access options alongside Gmail and Google Photos.
The T7 Shield is a portable SSD option for a local copy that may be carried between devices.
These external drives are options for a local copy of household photos and documents. Choose capacity and device compatibility for your files, and arrange a separate off-site copy if you need protection against loss of the home copy.
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A portable local-copy option if you carry your photo archive. Compare its 1 TB capacity with the files you need to protect, confirm your device connection and keep another copy away from home.
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Consider this 2 TB local-copy option for a collection you need to move between devices. Confirm that your devices and backup software work with the drive; a second, separately stored copy is still needed for home-loss protection.
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The product title states read and write speeds of up to 2,000 MB/s and IP65; check the connection needed for your device before relying on those transfer claims. Its stated MagSafe attachment is for iPhone 15/16 Pro models. Confirm which files the app backs up and test a restore, particularly if you also need documents rather than media alone.
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The 5 TB capacity makes this a local destination to consider for a sizeable archive; compare it with your files before choosing. For Mac use, the listing calls for reformatting, so check the required file system and safeguard any existing contents before formatting.
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This 2 TB SSD offers another portable destination for a local photo and document copy. Check its capacity against your archive and confirm computer and file-system compatibility; keep an independent copy elsewhere for protection against loss of the drive.
Cloud storage can provide an off-site copy, but a synced folder is not automatically a complete backup or ransomware-resistant, as the National Cyber Security Centre cautions. Check included folders, storage space, deletion and recovery options, then try restoring a file. Keep a separate local copy for files you cannot replace.
Apple recommends an external backup device with at least twice the Mac's storage capacity. Check your Mac's capacity before choosing a drive, and keep another copy elsewhere if losing the drive and computer together is a concern.
Not if reducing ransomware exposure is a priority. The National Cyber Security Centre advises that a backup device should not be permanently connected to the computer. Connect it for a backup, confirm the backup has finished, then disconnect and store it separately.
Google says a full account cannot upload or create Drive files or back up photos and videos; it also affects sending and receiving Gmail. Check the shared allowance across those services before depending on it for ongoing backups.