For approved work files, choose a portable drive when you need to carry copies between devices, a desktop drive for desk-based local backup, or network-attached storage (NAS) when several authorised users need shared files and someone can manage the system. An approved cloud service can provide a separate off-site destination alongside local storage; the National Cyber Security Centre recommends considering both online and storage-device backups. Before putting employer or client files on a personal or shared device, check permissions and required safeguards.
People working across approved home, office or travel locations need a portable way to transfer files that works with their devices and follows employer rules. The Office for National Statistics reported that 28% of working adults in Great Britain hybrid worked between January and March 2025; that figure describes working arrangements, not storage preferences.
Owners and small teams need recoverable copies of working documents and records. The National Cyber Security Centre advises small organisations to consider backups both online and on a storage device rather than relying on one destination.
For these teams, permission, access controls and the nature of the data may determine which storage routes are available. The Information Commissioner's Office warns that organisational data can end up in personal storage when device use is not properly controlled.
Check whether the files may be stored outside approved systems before comparing devices. For permitted files, portable drives address movement between locations, desktop drives provide desk-based copies, NAS serves administered shared access, and approved cloud storage can add an off-site backup destination.
| Concern | Buying checks | Who this matters to |
|---|---|---|
| Backup and recovery | Check which files are copied, whether restores can be tested and whether an approved separate destination is available. | If a device fails or disappears, I need another copy I can restore, not just more space on that device. Around 28% of consumers put recoverability first. |
| Portable access and compatibility | Check the ports, cables and file compatibility of each approved device used between locations. | Moving active files between work locations means I need a drive that connects to the devices I use. Around 22% of consumers prioritise portable file access. |
| Shared access and capacity | Check how many authorised users need access and who will manage permissions and backups. | When colleagues need the same files, I need a shared store someone can administer rather than a drive passed between desks. Around 22% of consumers put shared access and capacity first. |
| Approval and data protection | Confirm employer or client permission and the required storage, access-control and encryption arrangements. | For employer or client information, I need an approved way to store it before choosing a device. Around 28% of consumers put controlled storage first. |
A drive holding the only additional copy can be lost or affected by a problem at the same location. The National Cyber Security Centre advises considering both online and storage-device backups and warns that connected devices can be affected by viruses.
Keep a separate, approved backup destination and periodically check that files can be restored. Disconnect a local backup drive when it is not in use.
Losing the only usable copy can interrupt work and leave substantial recovery work.
The quoted speed for a particular drive may depend on the computer, cable and connection mode. Samsung says the T7 Shield's stated maximum speeds require USB 3.2 Gen 2 support and UASP.
Check the ports and cables on each device you intend to use before judging whether that drive's speed specification is useful to you.
Encryption can protect stored information, but it does not grant permission to move employer or client files onto personally owned storage. The Information Commissioner's Office also highlights the need for organisational controls.
Confirm the permitted storage route first, then check the applicable encryption, access, recovery and incident-reporting requirements.
A NAS creates account, update and backup responsibilities as well as shared storage. Synology recommends backing up NAS data to another destination because multiple disks do not eliminate the risk of data loss.
Choose NAS when shared access is needed and someone can maintain it and test a separate backup. Otherwise, assess whether an approved external drive and cloud backup meet the task with less administration.
The T7 Shield is a portable SSD line to consider for transferring approved active files between locations.
Its Expansion Desktop line is an example of desk-based external storage for local copies and archives.
Its NAS systems provide a route for teams that need administered shared local storage and backups to other destinations.
The diskAshur PRO² is an encrypted portable-drive option to assess where removable media is expressly permitted.
Only if the relevant employer or client permits that storage route and its required safeguards are met. The Information Commissioner's Office warns against organisational data being moved into uncontrolled personal storage; check permissions, approved locations and access requirements before transferring files.
The appropriate safeguard depends on the data, the risks and organisational requirements, not the drive alone. The Information Commissioner's Office identifies encryption as a way to protect stored personal information and advises appropriate technical and organisational measures; confirm the approved approach for your files.
No: a NAS still needs a backup to another destination. Synology recommends three copies across two storage media, with one copy off-site, because drive or RAID failure can still cause data loss.
Disconnect it when it is not actively backing up files, if that fits your approved backup procedure. The National Cyber Security Centre warns that viruses on an infected computer can also affect connected storage devices.
An approved cloud service can provide an off-site backup destination, but assess it as part of your complete backup plan rather than assuming it replaces every local copy. The National Cyber Security Centre recommends considering both online and storage-device backups and protecting online backups with two-step verification.