For irreplaceable household photos and records, keep a copy separate from the computer; the National Cyber Security Centre suggests using both cloud storage and removable media for files you cannot replace. An external hard drive offers a practical route for a large first copy, while a portable SSD suits regular transfers and a NAS suits shared household backups. Whichever route you choose, check what has been copied, test a restore and avoid relying solely on a drive that stays connected.
If photos, scans and documents are already spread across a computer, you need room for the full collection and a manageable first transfer. A local drive lets you make that copy without depending solely on an internet upload.
If losing family photos or important documents would be particularly difficult, plan for copies in separate locations. The National Cyber Security Centre suggests keeping irreplaceable photos and videos in the cloud and on removable media.
If files are created on multiple computers, choose a routine you can maintain across those devices. Microsoft File History can back up to an external drive or network location, while Apple Time Machine can use directly attached storage or a compatible NAS.
Start with the size and location of the files you need to copy, then decide how separate the backup must be from the computer and how much routine management you can take on. A local drive, cloud account and NAS solve different parts of that decision; they need not be mutually exclusive.
| Concern | What to check | Who this matters to |
|---|---|---|
| Completing the first copy | Measure the files to be protected, including photo libraries and custom folders; allow capacity for later copies or versions. | If I have years of photos in several folders, I want the first backup to include all of them without a lengthy upload. Roughly 33% of consumers would put that first-copy need above the other concerns here. |
| Keeping copies separate | Decide where an additional copy will live and when a removable drive will be disconnected; try restoring a few files. | If a computer failure, malware or an incident at home could take out my records, I need a copy beyond the affected device. Around 25% of consumers would make that separation their primary concern. |
| Backing up several devices | Confirm each device’s backup-tool compatibility and which folders the scheduled process includes. | With files changing on more than one computer, I need backups that do not depend on remembering every manual copy. That would be the leading concern for roughly 17% of consumers. |
| Managing cloud access | Check storage allowance, sharing and account-security settings, and how you would retrieve files before leaving a service. | If personal records are held in a cloud account, I want to control who can access them and how I would get them back. About 25% of consumers would prioritise that account-control need. |
The National Cyber Security Centre reports ransomware incidents that affected connected USB and network backup drives as well as the original files.
Disconnect a removable copy when it is not being updated, keep another copy separately where appropriate, and test that you can restore from it.
A backup routine can miss files kept in custom folders or other photo-library locations. Microsoft File History backs up libraries by default, so its folder selection needs checking.
List every important file location before sizing storage or setting up automation, then restore a sample from each one.
Changes to synchronised files can spread across devices, while access to cloud-held files also depends on the account and service. UK government consumer guidance warns that suspension or cancellation can interrupt access.
Check version and deletion settings, protect the account with a strong unique password and two-factor authentication, and keep an independent copy before leaving a service.
Apple advises that a Windows-formatted disk may need reformatting for Time Machine and that not every third-party network disk supports it.
Check the intended backup software and disk format first. Copy any existing files elsewhere before agreeing to erase or reformat a drive.
Microsoft’s built-in options are relevant to Windows households choosing between a local or network backup and selected folders stored through OneDrive.
Time Machine is relevant to Mac households considering an attached backup disk or a compatible network destination.
Compatible Synology NAS systems are relevant when a household wants central storage and a managed backup routine.
Samsung’s portable T7 SSD line is relevant to households that regularly move or copy a photo library between compatible devices.
These external drives and NAS option cover local copies, portable transfers and shared household storage. For irreplaceable files, plan a separate copy beyond whichever device you choose here.
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A local-drive option for making a first copy of household photos and documents.
Check whether its stated 2TB capacity covers every folder you intend to back up, and keep another copy elsewhere for irreplaceable files.
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A Mac-focused local-drive option for copying a substantial photo and document collection.
Check the collection against its stated 5TB capacity and confirm the drive format and backup-tool compatibility before use. Keep a separate copy of irreplaceable records.
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A portable local-copy option when a household needs to plan around a large existing collection.
Its stated capacity is 5TB. If the drive will be used with different computers, check their connection and backup-format requirements before copying files.
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A portable SSD option for households that regularly carry or transfer a local copy of their files.
Check whether 2 TB covers the intended backup and whether each device has a compatible connection. Keep another copy separately rather than relying on the portable drive alone.
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A shared network-storage option for a household planning backups from several devices.
This is a diskless, two-bay model: choose compatible drives and check the intended backup software and storage arrangement before buying. Plan a further backup destination for files held on the NAS.
One external drive gives you a useful local copy, but it leaves irreplaceable photos exposed if it stays with or connected to the computer. The National Cyber Security Centre suggests keeping irreplaceable photos and videos both in the cloud and on removable media, and warns that attached backup drives can be affected by malware.
Apple recommends a Time Machine disk with at least twice the Mac’s storage capacity. That is guidance for this Mac backup workflow, not a sizing rule for every drive; also account for the files you intend to include and future growth.
A NAS can provide shared storage, but it should not be the only copy of important files. Synology’s Hyper Backup documentation describes backing up a compatible NAS to another destination, such as an external device or cloud service; check the workflow supported by your chosen model.
Check that the service can hold your files, that the account is protected, and how you would retrieve a full copy. UK government consumer guidance warns that suspension or cancellation can interrupt access, so arrange another copy before leaving a service.
Open the backup and restore a small selection of recent photos and documents to a different location. Check files from every important folder rather than relying only on a completion notification; the National Cyber Security Centre advises confirming that backups contain the data you need.