Choose an external HDD for a local copy that usually stays at home, or an external SSD if you regularly carry the drive or move large photo libraries. Cloud storage suits off-site access across devices, but you need to watch storage limits and protect account access. For files you cannot replace, keeping both a current local copy and an off-site copy avoids relying on one location; a USB flash drive is more suited to selected transfers than an unattended backup routine.
If your computer holds an expanding photo library, a drive kept at home can provide a repeatable local copy. Which? describes HDDs as suited to longer-term file backup and SSDs as faster options for transfers; check the size of your library before choosing capacity.
Cloud storage can make photos and documents available beyond one device or home location. Check which folders are backed up, how much account storage is available and who can access shared files.
For family photos and personal documents that would be difficult to replace, consider a removable local copy alongside an off-site cloud copy. The National Cyber Security Centre describes both removable media and online storage as backup locations; either copy needs to be kept current and usable.
Start with what you need to copy and how often it changes. Then choose between local storage, off-site access or both, and check the setup needed to keep copies current.
| Priority | What to check | Your needs |
|---|---|---|
| Capacity | Measure the folders or photo library you intend to copy and allow for growth. For a Mac using Time Machine, Apple recommends a backup device with at least twice the Mac’s storage capacity; Google says a full account stops new Google Photos backups. | My photo collection is growing, so the chosen drive or cloud allowance needs room for the files I want to protect. |
| Current copies | Check which folders the backup covers and whether copying is automatic or needs a routine. Microsoft says File History can regularly back up Windows libraries to an external drive or network location; Google Photos requires backup to be turned on. | New photos and edited documents matter to me, not just the files I copied months ago. |
| Portability | Check the device ports and drive connector before buying. Which? describes SSDs as faster and less susceptible to knocks than HDDs, while USB sticks are useful for moving selected files between computers. | I carry files between devices, so connection fit and the amount I need to transfer matter more than simply leaving a drive beside one computer. |
| Off-site copy | Check whether at least one copy is stored away from the computer and home. The Information Commissioner’s Office describes cloud storage as one way to keep backup copies outside the home. | If something affects my home equipment, I still want access to important photos and documents elsewhere. |
| Account access | For cloud storage, review sharing permissions, recovery options and remaining quota. Google says its account storage is shared across Drive, Gmail and Photos; Microsoft says two-step verification makes account sign-in harder for someone with only a password. | I want access on my other devices without making family files public or losing access to the account holding them. |
| Restoration | Check that you can open a copied file and understand how to restore it. The National Cyber Security Centre advises against leaving removable backup devices permanently connected to a computer. | A copy is useful to me only if I can find and retrieve the files when I need them. |
A local drive can be affected by the same incident as the computer. The Information Commissioner’s Office identifies cloud storage as a way to keep an additional copy outside the home.
For files you cannot replace, keep another current copy in a separate location and check that you can access it.
A connected backup device may be exposed when a computer is affected by malware or ransomware. The National Cyber Security Centre advises against leaving the device permanently connected.
Connect it when updating the backup, disconnect it afterwards and occasionally check that a file can be restored.
Google says new Google Photos backups stop when an account reaches its storage limit. Access to cloud copies also depends on being able to sign in.
Check available storage before a large upload, review account protection and keep recovery methods up to date.
Relevant to Mac households considering an external drive for Time Machine backups.
Relevant to Windows households deciding how to copy personal folders to local storage and protect access to a Microsoft account.
Relevant to households using Google Photos for copies accessible on signed-in devices.
These options cover portable SSDs, a higher-capacity local HDD and a USB flash drive for selected transfers. They do not replace the decision about whether your important files also need an off-site copy.
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A portable local option for carrying a photo copy between locations. The title specifies 1 TB and USB 3.2 Gen 2; check that its connection suits your device and that 1 TB covers the files you intend to copy. Keep a separate off-site copy of irreplaceable files.
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A portable local drive to consider when moving a growing collection between compatible devices. Its title specifies 2 TB and USB Type-C 3.2 Gen 2; check your device connection and the size of your files. A copy on this drive alone is not an off-site backup.
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A 2 TB portable SSD for a local copy of photos and documents. Before buying, confirm the connector and cable match your device, and compare the capacity with the files you plan to back up. Keep a separate off-site copy where losing the local one would matter.
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A capacity-led local option for a sizeable photo archive that usually stays in one place. Its title specifies 5 TB; check your library size and the file-system setup needed for your computer before use. Which? notes that HDDs have moving parts and are more susceptible to knocks than SSDs.
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A removable option for transferring selected files between compatible devices. The title specifies 512 GB and dual USB 3.2 Gen 1 and Type-C interfaces; check the ports on both devices and the size of the files you will move. Set a copying routine if you intend to use it for backups rather than occasional transfers.
Apple recommends a backup device with at least twice the storage capacity of the Mac you are backing up with Time Machine. That recommendation is specific to Time Machine, so assess other backup methods against the files they need to hold.
Yes. Microsoft says File History can regularly back up Windows libraries to an external drive or network location. Check that the folders containing your important files are included.
No. Google says new photo and video backups stop when the account reaches its storage limit. Because the allowance is shared with Drive and Gmail, check the account’s available space before uploading a large library.
The National Cyber Security Centre advises against leaving a removable backup device permanently connected to a computer. Connect it to update your copy, disconnect it afterwards and check periodically that you can restore a file.
Do not assume every file or folder has the access setting you intend. The Information Commissioner’s Office describes private, shared and public cloud settings; review permissions before sharing links to household photos.