Choose a way to organise and read the documents behind each return, then keep a separate copy that you can recover; an external drive and cloud storage can complement each other. HMRC requires compatible software for digital records if Making Tax Digital for Income Tax applies, while supporting originals or copies still need to be retained. Encryption helps protect access, but does not replace a backup.
You need to find statements, invoices or other evidence by tax year and keep readable copies, whether or not Making Tax Digital (MTD) applies. HM Revenue & Customs (HMRC) says Self Assessment records must be accurate, complete and readable.
You already have digital records but want to be able to recover them after deletion, device failure or loss, rather than relying on a single copy that stays connected.
You need to check whether MTD for Income Tax applies to you and, if it does, choose compatible software while retaining the supporting documents used for your return.
Check whether MTD applies before choosing a record-keeping workflow. Then plan how to keep readable supporting documents and recoverable copies, whether you use local storage, cloud storage or both.
| Concern | What to check when buying | Who this matters to |
|---|---|---|
| Finding readable evidence | Use a consistent tax-year and document-type structure. Open sample files and check that scans include the information you need. | I want to locate statements and invoices behind a return without searching through an unstructured archive. Around 29% of consumers put finding evidence first. |
| Recovering files | Plan a separately stored copy, decide how it will be updated, disconnect removable backups when idle and test a restore. | If my computer or working drive fails, I want another copy I can restore rather than a backup that is only connected to the same device. Around 29% of consumers prioritise recovery. |
| Protecting sensitive files | Check the exact device or service’s encryption and unlocking method, where recovery information is kept, and whether online accounts offer two-step verification. | I want to limit access to financial documents if a drive is lost or someone gets into my account. Around 21% of consumers focus first on confidentiality. |
| Supporting an applicable MTD workflow | Check whether MTD applies and, if it does, compare software for your income sources, digital record creation, submissions and links between products. | If MTD applies to me, I need software that fits the required record-keeping and submission workflow, as well as a way to retain supporting documents. Around 21% of consumers prioritise MTD compatibility. |
A removable drive can be affected by an incident on a connected computer, and a single device can fail or go missing.
Keep another separately stored copy, disconnect the removable drive when it is not in use and test that you can restore files. Reconstructing records can also take time if the only copy is lost.
Where MTD for Income Tax applies, saving documents is not the same as creating the required digital records and making submissions.
Check whether MTD applies to you, then confirm that the software supports your income sources and the required record-keeping and submission workflow. Keep supporting originals or copies as required.
Encryption can limit unauthorised access if a device is lost, but it does not restore deleted files. You also need to be able to unlock the protected copy.
Check the exact model’s protection and unlocking arrangements, store recovery credentials separately and keep another recoverable copy.
Samsung says the T7 Shield’s stated maximum transfer rates depend on a suitable host and cable. A speed rating alone does not establish how well a drive fits a document-archive workflow.
Check your computer’s connections and consider file access, recovery and compatibility alongside transfer speed.
The T7 Shield is a portable SSD option for keeping local copies and moving them between compatible computers.
The IronKey range includes encrypted removable-storage options for people who want physical control of confidential copies.
The One Touch line is a portable hard-drive option for local document storage.
My Passport for Mac is a portable hard-drive line to consider within a compatible Mac workflow.
OneDrive is a cloud-file option for accessing copies across devices, alongside a separately maintained local backup.
FreeAgent is a record-keeping software option to investigate if MTD for Income Tax applies to you.
These Joybuy options are external drives for local copies of supporting records. They can help with storage and backup planning, but do not replace compatible MTD software where that is required.
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A portable local-storage option for keeping a copy of supporting documents.
2 TB; USB Type-C 3.2 Gen 2 (3.1 Gen 2). The listing describes optional AES 256-bit hardware encryption; check the exact configuration and unlocking arrangements.
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A portable SSD option for keeping a local copy; check that its connection suits the computer you will use.
1TB; USB Type-C 3.2 Gen 2 (3.1 Gen 2). Samsung specifies password protection for the MU-PE1T0S/EU; keep access credentials and another recoverable copy separate from the drive.
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A desktop hard drive for a larger local archive; consider where it will be kept and how a separate copy will be maintained.
22TB; USB 3.0; password protection and hardware encryption; listed as compatible with PC and Mac.
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A portable local-storage option for carrying or keeping a copy of digital records.
2TB. Check that the drive’s connection is suitable for your computer and test that you can open and restore saved files.
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A portable hard drive option for keeping a local copy of supporting files.
2TB. The listing describes 256-bit AES hardware encryption and scheduled local backup software; check that the software fits your computer and backup routine.
No. HMRC says the requirement depends on whether you are a qualifying sole trader or landlord, your qualifying income and any exemption. As of 23 October 2026, HMRC’s published thresholds are more than £50,000 for 2024–25, with a 6 April 2026 start; more than £30,000 for 2025–26, with a 6 April 2027 start; and more than £20,000 for 2026–27, with a 6 April 2028 start. Check how the rules apply to your circumstances rather than assuming they cover every Self Assessment filer.
No. HMRC says MTD users must keep the original records or supporting documents—or copies of them—used to prepare the return, including relevant bank statements and invoices. The digital-record requirement concerns specified self-employment and property income and expenses; it does not mean that every supporting document must exist only inside the software.
The period depends on the type of record and your circumstances. HMRC says personal Self Assessment records supporting a return sent on time should be kept for at least 22 months after the end of the relevant tax year; for a late return, it gives a period of at least 15 months after sending it. For self-employed business records, HMRC says to keep them for at least five years after the relevant 31 January submission deadline, with a different rule for returns sent more than four years late. Check which rule applies before setting deletion dates.
Keep records that support the income and claims in your return. HMRC lists savings-interest statements and, for self-employed people, examples such as receipts, bank statements and sales invoices. Open a sample saved document and restore a file from a separate backup; the National Cyber Security Centre advises keeping removable backup devices disconnected when they are not in use.
No, not where MTD for Income Tax applies to you. HMRC requires compatible software to create or connect digital records, send quarterly updates and submit the tax return. If you use more than one software product, check the required digital links between them. A drive or cloud account can still hold supporting copies and backups.