Choose cloud storage for shared files when internet access is dependable, a disconnected external drive when local recovery matters, or encrypted USB storage for a small portable selection of files. For essential business data, a tested combination of online and disconnected copies provides separate recovery routes; the National Cyber Security Centre advises against having every backup connected at the same time.
If staff rely on documents, email, invoices, contacts or customer information, check that the arrangement covers shared files as well as individual devices. Protect access to the backup and test how files will be restored.
A local copy can provide a recovery route without downloading files. An external drive needs a secure storage location and should be disconnected when it is not being updated, as the National Cyber Security Centre advises.
A portable encrypted device can hold a deliberately limited offline copy. If it contains personal information, consider how the device will be secured, who can access it and how a forgotten password will be handled.
Start with the files you would need to recover, then check whether each storage route gives you a workable way to restore them.
| Priority | What to check | Your needs |
|---|---|---|
| Recovery | Identify the files to protect and how to restore a file or a full working set. Check version retention and test a sample restore. | I need documents, contacts or other operational files back in time to resume work after a device problem or cyber incident. |
| Separate copies | Check whether one copy stays available if a device or account is affected. The National Cyber Security Centre advises against keeping all backups connected at once. | If my usual files become inaccessible, I want another recovery route that is not continuously exposed to the same device. |
| Access and connectivity | For cloud storage, check internet reliability, shared-file ownership and account controls. For local storage, check how the device is connected and stored between updates. | Our team may need files from different locations, but a broadband outage should not leave essential work without a recovery plan. |
| Capacity | Measure the protected files, then allow for growth and the versions you intend to keep. Check a device’s usable capacity or a service’s storage allowance. | I want room for the files we actually back up, not a capacity chosen solely from the size of a computer’s drive. |
| Removable-media security | Check encryption where appropriate for personal data, secure custody and documented recovery access. The Information Commissioner’s Office advises using encryption for personal information on removable media where appropriate to the risk. | Customer or staff information on a portable device needs protection, but authorised staff must still be able to recover it. |
| Compatibility | Confirm the operating systems, connections, required software and restore procedure for the exact device or service. | I need the backup to work with the computers we use and to remain readable when we need to restore files. |
A connected cloud copy may be affected by changes or compromised access. The National Cyber Security Centre cautions that cloud and local backups are not ransomware-resistant by default.
Check version restoration and account protection, then keep an independent copy that ordinary user devices cannot continuously modify.
The National Cyber Security Centre warns that malware can affect storage attached to an infected computer. A connected drive also does not provide a separate offline recovery route.
Connect the drive for planned updates or restores, disconnect it afterwards and store it securely. Keep another copy of essential data.
A drive may hold today’s selected files without leaving room for growth or the earlier versions the business expects to recover.
List the folders and records to protect, measure them, allow for retained versions and test a restore from the chosen arrangement.
Encryption helps protect data on a lost device, but forgotten credentials or unclear custody can also prevent authorised access to the files.
Assign responsibility for the device, document approved recovery access and test that the right people can retrieve a file.
Microsoft 365 offers a cloud-storage route for organisations already managing shared work through its business accounts.
The IronKey Vault Privacy 50 range is a removable-storage option for a selected portable set of files.
Seagate external drives provide a local-storage route where a business can manage drive updates and secure disconnection.
These options include portable external drives for local file copies and a network-attached storage device for shared files. Match the device to your protected files and plan a separate recovery copy where the data is essential.
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For a portable local copy, this 2TB external drive can be disconnected between updates. Its listing describes scheduled backup software and password-protected 256-bit AES hardware encryption; confirm those features for this model and test restoration. Check the macOS setup required for your computers, as the listing descriptions differ.
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This 5TB portable drive is a local-copy option for a Mac-based team. The listing specifies an HFS+ format and says Windows use requires a downloadable driver; check compatibility before sharing it across operating systems. Confirm the backup and restore process, and keep another recovery copy of essential files.
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This 1TB external SSD offers a portable place for a selected local file copy. Its listing describes compatibility with PCs, Macs and Android devices; check your connections and how files will be backed up and restored. Confirm encryption for this exact model before using it for sensitive personal data.
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This 4TB portable hard drive is an option for a local copy of a larger file set. The listing describes automatic recognition by Windows 10+ and says other operating systems may require reformatting. Check compatibility, arrange backup updates and test that the files can be restored after the drive has been disconnected.
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This network-attached storage device is a route for a team that needs a central location for shared files. The listing describes access controls, audit logs, backups and snapshots; check which drives are included, the usable capacity, backup destinations and how restoration works. A connected NAS does not itself provide a disconnected recovery copy.
Use both when losing access to one copy could interrupt essential work. Cloud access can help staff working across locations, while a disconnected device provides another recovery route; the National Cyber Security Centre advises keeping an offline copy digitally disconnected when it is not in use.
No: the National Cyber Security Centre cautions that cloud and connected local backups are not ransomware-resistant by default. Check account protection, version restoration and access controls, and keep an independent copy that remains available if the synced files are affected.
Choose capacity from the files you need to recover, with room for growth and the versions you intend to retain. Include relevant shared documents, email exports, invoices, contacts, customer information and operational files; then check whether the selected device or plan covers that set.
Set a documented test schedule that reflects how quickly your business needs to resume work, and test both file restoration and access credentials. The Information Commissioner’s Office calls for the ability to restore access to personal data in a timely manner but does not prescribe one interval for every organisation.