Choose an external drive if you need a local copy and can keep it separate from your computer between backups. Choose cloud storage or sync if access across devices matters, but check whether the service preserves recoverable copies rather than only keeping current files in step. For photos, coursework or work files you cannot afford to lose, a separate local copy alongside an online backup addresses more than one way a copy could become unavailable.
If your photos and videos would be difficult to replace, keeping them only on the device you use every day leaves that device as a single point of failure. A separate copy matters more than simply making space on your phone or computer. The National Cyber Security Centre advises keeping backup storage secure and disconnected when it is not in use.
Current coursework may need to be accessible from a laptop, phone or another computer. Sync can help with access, but check how you would retrieve an earlier version or a deleted file; Microsoft describes a time-limited whole-OneDrive restore feature for eligible Microsoft 365 subscribers.
Documents and project files may need both day-to-day access and a recoverable copy. If they contain clients' personal data, the Information Commissioner's Office says UK GDPR requires appropriate technical and organisational security measures; that responsibility also belongs in the backup decision.
Start with how you would recover a file after a device fails, then decide how much access you need from other devices. File sync and a separate backup can serve different purposes.
| Concern | What to check | Who this matters to |
|---|---|---|
| Independent recovery | Confirm which folders are copied and try restoring a test folder. If using a drive, plan when to disconnect and store it separately. | If my computer fails or is affected by malware, I need a separate copy I can actually open. About 31% of consumers put independent recovery first. |
| Access across devices | Check support for your devices and whether required files are available offline. Distinguish synced folders from phone or tablet backup. | When coursework or active work moves between devices, I need the current files within reach without carrying a drive. Cross-device access comes first for about 23% of consumers. |
| Storage allowance | Measure the files you intend to keep and check whether photos, email and device backups use the same cloud allowance. | With a growing photo library, I need room for the whole collection without other account services competing for space unexpectedly. About 23% of consumers primarily consider storage allowance and the continuing subscription commitment. |
| File and account recovery | Check version history, deleted-file retention and restore eligibility for the exact service. Set up account recovery before relying on cloud-held files. | If I overwrite a document or lose access to my account, I need a route back to the files. Recoverable file history and account access are the primary concern for about 23% of consumers. |
Sync makes current files accessible across devices, but it is not necessarily a separate, recoverable copy. Dropbox distinguishes its backup function from cloud storage and sync; Microsoft says whole-OneDrive restore covers actions within the last 30 days for eligible Microsoft 365 subscribers.
For the exact service and plan, check which folders are copied, how long earlier versions and deleted files remain available, and whether a separate copy is needed.
The National Cyber Security Centre warns that viruses can also affect storage connected to an infected computer. A drive left attached does not provide the same separation as one stored away between backup sessions.
Check that a backup has completed, safely disconnect the drive and keep it secure until the next backup.
Google says account storage is shared across Drive, Gmail, Google Photos and WhatsApp backups. A photo collection therefore does not have the entire allowance to itself.
Review everything using the account's storage before choosing an allowance, and leave room for files you expect to add.
A cloud copy is difficult to use if you cannot sign in. The National Cyber Security Centre recommends two-step verification for important accounts, while Google describes recovery information as a way to help regain access.
Set up two-step verification and keep usable recovery details somewhere secure that you can reach without the device being backed up.
iCloud is relevant if you want to back up an iPhone or iPad and access selected files through an Apple account.
Google storage is relevant if your photos and files already sit in Google Photos and Drive.
OneDrive is relevant to people keeping active files available through a Microsoft account.
Dropbox is useful to consider when deciding whether you need file sync, a dedicated backup function or both.
Seagate's One Touch line provides examples of external drives for keeping a local copy.
These portable drives are options for keeping a local copy of photos, coursework or small work-file sets. Choose a backup routine you can maintain, and consider a separate online copy for files that would be difficult to replace.
No image available
Consider this portable hard drive for a sizeable local photo or work-file collection used with a Mac. Its stated capacity is 5TB; if you also need Windows access, confirm the required driver works with your setup before choosing it. Keep the completed backup separate from the computer.
No image available
This portable hard drive offers 2TB for a local copy of photos or documents. If you intend to automate backups, confirm the software and its scheduling options work with your computer. Protect the drive while carrying it and store it separately after backing up.
No image available
This portable SSD is an option if you want a 1 TB local copy that you can carry between locations. The product name specifies USB Type-C and USB 3.2 Gen 2 (3.1 Gen 2). Check device compatibility and how you will schedule and restore backups rather than treating file storage alone as a backup routine.
No image available
This 1TB portable SSD is another option for a local copy carried between devices. Its product name specifies USB Type-C and USB 3.2 Gen 2 (3.1 Gen 2). Confirm compatibility with the devices you use and arrange a separate backup routine for files you need to recover.
No image available
Use this portable hard drive to plan a 4TB local archive of photos or documents. The product name specifies USB 3.0; check the connection and any formatting requirements for your computer, particularly if you use a Mac. Decide how backups will be run and keep the drive separate between sessions.
No. Dropbox distinguishes its backup function, which copies selected computer or external-drive files, from cloud storage and sync. Before relying on sync alone for coursework or work files, check the exact service's version history, deleted-file retention and restore options.
Disconnect it when it is not needed for a backup. The National Cyber Security Centre warns that viruses can also affect connected storage devices. Verify the latest copy before safely disconnecting the drive, then keep it somewhere secure.
Set up two-step verification and usable account-recovery methods before the account becomes your only accessible route to important files. The National Cyber Security Centre recommends two-step verification for important accounts, and Google says recovery information can help you regain access.
Include data security and retention in your backup plan. The Information Commissioner's Office says UK GDPR requires appropriate technical and organisational measures when processing personal data, and advises keeping it only as long as needed. Check who can access each copy and whether stored backup media needs encryption.