Choose an external hard drive for a larger local backup set that usually stays in one place, or consider a portable SSD when the copy travels and regular file transfers matter. An encrypted USB drive suits a deliberately limited set of files; with reliable internet access, cloud backup can sit alongside a separately stored device. Whichever route you choose, protect the copy, disconnect removable storage when it is not in use and test that you can restore the files.
If ransomware, theft or a failed computer would interrupt access to operational files, plan for a copy that can be stored away from the working device. The National Cyber Security Centre advises against leaving a backup device connected when it is not in use.
A portable device may fit work split between an office, home and client locations. Consider how often files need copying, whether the computer has the required connection and how the device will be protected while travelling.
If a removable copy contains customer, contact or employee information, assess encryption and who controls its passwords. The Information Commissioner's Office advises encryption where there is a business need to store personal information on removable media.
For a small business backing up operational files, start with what must be restored after an incident, then consider where each copy will be kept and how it will be used.
| Concern | What to check | Who this matters to |
|---|---|---|
| Recoverable separate copy | Plan secure storage away from the working computer and a test restoration. The National Cyber Security Centre advises disconnecting a backup device when it is not in use. | If ransomware locks the office computer, I need a copy I can restore without leaving it exposed to the same incident. About 33% of consumers put a separate, recoverable copy first. |
| Portable backup workflow | Check the computer's USB connection and the size of regular copy jobs; assess how the device will be carried. | When files move between work locations, I need a device I can carry and connect for regular copies. For about 27% of consumers, that mobile workflow is the main concern. |
| Controlled access | Check encryption and who manages passwords and recovery access. The Information Commissioner's Office highlights encryption for personal information on removable media. | If a removable copy holds customer or staff information, I want access to remain controlled even if the device is lost. This is the primary need for about 20% of consumers. |
| Capacity without reliable internet | Size the files to be backed up, expected growth and retained versions; confirm the capacity available after formatting. | When internet access is unreliable or the archive is growing, I need enough local space to make and restore copies. About 20% of consumers put that capacity and connectivity need first. |
According to the National Cyber Security Centre, ransomware can affect connected backup storage as well as the original files.
Disconnect and securely store at least one copy when it is not needed, and test that it restores the files required for work.
A later corrupted or maliciously changed file is not useful for recovery unless an earlier version remains available. The National Cyber Security Centre says cloud backup services should protect copies from destructive changes and permit earlier-version restoration.
Check version restoration, retention, deletion protection and account access controls before relying on a cloud service.
A selected set of recovery documents and a full working archive have different capacity requirements. Kingston lists its IronKey Vault Privacy 50 range at 16 GB to 512 GB.
Calculate the files and retained versions you need before choosing a USB drive as a backup route.
Encryption can protect information on lost removable media, but it does not ensure that someone can access the credentials or restore the files when needed.
Assign responsibility for passwords and recovery access, keep credentials separate from the device and perform restoration tests.
Seagate's One Touch range offers examples of portable and desktop external hard drives for capacity-led local backup.
Samsung's T7 Shield is a portable SSD example for a backup device that travels between locations.
Kingston's IronKey Vault Privacy 50 range is relevant to a limited, controlled set of files carried on an encrypted USB device.
These portable hard drives and SSDs are options for a local, removable copy of business files. Choose a capacity against your backup set and retained versions, then plan where the device will be stored and how restoration will be tested.
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This portable hard drive is an option for a 5 TB local backup set; check how its Mac-focused configuration fits every computer that will need to restore files.
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This portable SSD has 4 TB of storage and a USB 3.2 Gen 2 connection for a removable copy; check the computer's port and cable before planning regular transfers. Do not apply T7 Shield protection specifications to this T7 model.
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This portable hard drive offers 2 TB for a local copy of selected business files. If a Mac will create or restore the backup, confirm the required setup for this variant before buying.
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This 2 TB portable SSD suits a removable local copy when that capacity covers the files and versions you need. Its title specifies USB 3.2 Gen 2; check the connection on each computer used for backup or restoration.
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This portable SSD is an option for a smaller, defined backup set if 1 TB also accommodates the versions you intend to retain. Check USB 3.2 Gen 2 connectivity and keep another recoverable copy separate from the working computer.
An external hard drive can provide a local copy, but plan for what happens if that device is lost, stolen or affected alongside the computer. The National Cyber Security Centre advises considering both online and storage-device backups and not leaving a backup device connected when it is not in use.
A disconnected copy is less exposed to an incident affecting connected storage. The National Cyber Security Centre describes ransomware incidents that affected original data and connected backup drives; reconnect the device when needed for updates or restoration tests, then store it securely.
Assess encryption, secure storage and who can access or recover the files. The Information Commissioner's Office advises encryption where there is a business need to store personal information on removable media; also establish who manages passwords and restoration access.
No. The National Cyber Security Centre says a cloud backup should resist destructive changes and allow restoration of an earlier version if a later one is corrupted. Check version retention, deletion protection and account controls before relying on a service for recovery.
Start with the files needed to resume operations, then allow for growth and the backup versions you intend to keep. Check capacity available after formatting rather than treating the number on the drive as entirely usable; Seagate notes that operating systems may report a lower capacity.