Choose a backup arrangement by listing the files and services your organisation must restore, then test that restore before relying on it. Cloud backup can provide an off-site copy, while encrypted removable storage can offer a disconnected local copy; using both adds administration and ongoing cost. If the data includes personal information, assess security, supplier terms and data flows separately.
If essential files sit on staff computers, a lost or failed device should not mean recreating the work. Prioritise coverage of the actual file locations and test a restore to a replacement device. The National Cyber Security Centre highlights restoring backups after incidents such as device loss or failure.
If backups contain information about customers or staff, consider access controls, encryption and supplier arrangements as well as recovery. The Information Commissioner’s Office explains that an organisation’s responsibilities depend on its data and role.
If you want a copy that can be disconnected and stored away from the workplace, plan who will rotate and test it. The National Cyber Security Centre advises against leaving a backup permanently connected to the device holding the original data.
| Concern | What to check when buying | Who this matters to |
|---|---|---|
| Restoring essential work | Check which devices, folders and services are covered; test restoring files to a usable device. | If losing a computer would mean rebuilding essential documents, bookings or invoices, recovery is the priority. Around 27% of consumers primarily focus on restoring essential work. |
| Separation from an incident | Check where each copy is stored and whether removable media can be disconnected and kept elsewhere. | If a connected copy or a drive kept beside the original could be affected by the same incident, separation matters. Consumers primarily concerned with keeping a copy apart from an incident account for around 27%. |
| Personal-information security | Check encryption and access arrangements; review supplier terms and relevant data flows if a provider processes personal information. | If backups include customer or staff information, you may need to manage who can access and restore it. Around 20% of consumers primarily prioritise personal-information security. |
| Routine and restore checks | Check backup schedules, failure notifications and how you will test a restore. | If staff need a manageable routine that keeps copies current, decide who will monitor it and act on failures. Around 13% of consumers primarily prioritise ongoing backup management. |
| Coverage and ongoing cost | Check which data sources are covered and how the supplier charges for the selected scope. | If you need to balance the files and services protected against recurring costs, compare plans only after listing those sources. Around 13% of consumers primarily focus on matching coverage to ongoing cost. |
A backup that remains connected to live data may be exposed to the same malicious activity. A copy kept in the same workplace may also be lost in the same physical incident.
Plan when removable media will be connected, disconnected, stored and tested. Consider whether a separate off-site copy is also needed.
A USB drive and a service covering selected hosted data protect different sources; neither automatically includes every operational file.
List essential files and hosted services, check the proposed coverage, and test recovery from that arrangement.
Encryption is one security measure. The Information Commissioner’s Office says security measures should be appropriate to the risk, and contractual or transfer requirements may apply depending on the arrangement.
Assess the information, configuration, organisational roles and supplier arrangements separately. A product feature alone does not determine whether your organisation meets its obligations.
Business-oriented endpoint and hosted-workspace backup options for teams assessing automatic recovery.
Microsoft 365 Backup is a route for organisations protecting supported hosted content; Intune is a separate device-management option.
The T7 Shield portable SSD line can serve as a local, removable copy.
The Expansion Portable HDD line offers a local storage option, illustrated by model STKM4000400.
The IronKey Locker+ 50 line is an encrypted removable-storage option for smaller copies.
These options cover removable USB storage and local external drives for keeping a separate copy of selected business files. Choose a suitable copying routine, store removable media separately where appropriate, and test that the files can be restored.
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A removable option for keeping a portable copy of selected business files; it does not by itself set up a backup schedule.
128 GB capacity; USB 3.2 Gen 1 interface.
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A controlled, portable copy for selected files when keypad access and hardware encryption are relevant; its capacity may not suit a larger data set.
16 GB capacity; keypad PIN access; XTS-AES 256-bit hardware encryption; administrator and user PIN options.
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A local removable-storage option for a portable copy; confirm your computers and copying routine suit the intended use.
1 TB capacity; USB Type-C 3.2 Gen 2; password setup and hardware encryption through Samsung software. IP65 protection is for temporary water exposure; do not submerge the drive.
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A high-capacity local storage option when a desktop drive suits the setup; it is not a pocket-sized portable drive.
22 TB capacity; external desktop hard drive; password protection, hardware encryption and backup software are listed. PC and Mac use is listed.
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A portable local-copy option for selected work files; plan separately how often files will be copied and how restores will be tested.
2 TB capacity; stated read speeds up to 800 MB/s; stated drop protection up to 2 metres.
No. Microsoft describes Microsoft 365 Backup as covering selected SharePoint sites, OneDrive accounts and Exchange mailboxes; that does not establish protection for every file stored locally on a computer. List each source you need and test its restore.
The Information Commissioner’s Office advises making regular backups, checking that they work and not leaving a backup connected to its live data source. For external storage, it advises keeping it away from the main workplace, encrypting it and locking it away where possible. Set a rotation routine and test a restore.
No. Microsoft describes Intune’s wipe action as a factory reset of a managed device, not file recovery. Arrange and test a separate backup before relying on device-management actions in a loss scenario.
Check which devices and services are covered, the retention and restore options, the charging basis, support and exit terms. Microsoft lists Microsoft 365 Backup charges by protected content in GB per month; check the current terms for your organisation before deciding whether that service fits.
The Information Commissioner’s Office describes security measures as needing to be appropriate to the risk; encryption is one possible measure, rather than a universal rule for every item of personal information. Its guidance advises encrypting personal information on removable media. Assess the data and use case, and check the obligations that apply to your organisation.