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To protect photos, video, audio, design projects, and documents, keep a separate backup copy, store at least one copy away from the computer, and test that you can restore and open your files. A second folder or snapshot on the same internal disk is not protection against that disk failing.
What a useful backup protects against
A backup is a separate, recoverable copy—not simply another view of the same files. The U.S. Cybersecurity and Infrastructure Security Agency (CISA) recommends copying locally stored data to a secure external drive or a properly vetted cloud service. If the original and the supposed second copy are on one internal disk, that disk’s failure can take out both.
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Design the copies around the failures you want to recover from. A separate external disk can help with accidental edits, deletion, or a computer-drive failure. A copy stored away from home can also help if theft, fire, or another local event affects both the computer and nearby backup drive. An offline copy can reduce exposure to ransomware that can reach storage while it is connected, though no arrangement should be described as ransomware-proof.
Choose a recovery design that fits your work
| Design | What it helps with | Main limitation to check |
|---|---|---|
| Copy on the same internal disk | May help organize or duplicate files, but does not protect against failure of that disk. | Both copies share the same hardware and local risks. |
| Separate external drive | A convenient local copy for large projects and restores that do not require downloading files. | It can be lost or damaged alongside the computer, and connected storage may be exposed to ransomware. |
| Disconnected external drive | Separates the backup from ordinary write or delete access while it is unplugged and stored safely. | It is only as current as its last backup; reconnecting and updating it takes upkeep. |
| Off-site cloud copy | Can preserve a copy away from the computer and nearby storage. | Restore depends on the service’s workflow and your connection; check version history, retention, deletion behavior, account security, and ongoing cost. |
| Local and off-site copies together | Combines a nearby restore option with protection against loss affecting the local area. | Both copies need monitoring, access protection, and periodic restore checks. |
These are general design trade-offs, not measured speed or reliability results for a particular product. Synchronization alone is not necessarily a backup: edits and deletions may propagate. Before relying on a synced service, verify whether it retains older versions and deleted files, for how long, and how restoration works.
#1 Best Overall
- Easily store and access 2TB to content on the go with the Seagate Portable Drive, a USB external hard drive
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Map where your creative originals live
Start with an inventory, because a backup plan can miss files that are outside the obvious project folder. Include the computer’s internal drive, attached media, project directories, photo or audio libraries, catalogs, and any application-specific libraries. Prioritize irreplaceable source material and active work.
- List the locations that contain originals, not just exported or finished files.
- Identify which projects change frequently and how much recent work you could afford to recreate if the latest copy were lost.
- Estimate the actual size of the material you need to protect, especially large video and audio libraries. Choose capacity based on that inventory rather than a universal drive-size rule.
- For an external drive, check capacity, connector compatibility, portability, encryption options, and whether you can disconnect and store it safely.
Set up separate local and off-site copies
Keep a local copy on an external drive
Use an external hard drive or SSD as a destination separate from the computer’s internal disk. CISA advises keeping an external drive put away when it is not in use and not leaving it connected between backups. Reconnect it to make a backup, then safely eject it and store it separately. Encrypt removable media where appropriate, and keep its password or recovery key somewhere secure and separate from the drive.
Rank #2
- Easily store and access 5TB of content on the go with the Seagate portable drive, a USB external hard Drive
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Add an off-site copy for local disasters
A cloud copy can place work beyond the reach of a single local incident. Evaluate a service before trusting it with original creative files: check encryption and recovery-key handling, account security, version history and retention, what happens when files are deleted, the restore process, upload limits, and recurring cost. No particular provider or feature set is established here, so verify current terms and capabilities directly with the service.
Choose a backup cadence based on acceptable loss
Back up active projects often enough that the amount of work created since the last copy is acceptable to lose or recreate. Less frequently changed archives may need a different cadence. There is no universal schedule: the right interval depends on how quickly your work changes and the consequences of losing recent edits.
Rank #3
- Easily store and access 1TB to content on the go with the Seagate Portable Drive, a USB external hard drive.Specific uses: Personal
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop. Reformatting may be required for Mac
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Test that files can actually be restored
A completed backup is not proof that recovery will work. CISA recommends regularly testing backup availability and integrity. NIST’s National Cybersecurity Center of Excellence (NCCoE) publication, Protecting Data from Ransomware and Other Data Loss Events, published in April 2020 for managed service providers and their customers, also addresses conducting, maintaining, and testing backup files.
- Choose representative files from different parts of your library, including an active project and any application-specific library that matters.
- Restore copies to a separate location so the test does not overwrite the originals.
- Open the restored files in the relevant application and check that they are usable—not merely present in a folder.
- Practice the steps for recovering a whole project, including its related files and libraries, rather than testing only a single document.
- Record where the backup lives, how to restore it, and where required passwords or recovery keys can be found securely.
What Time Machine snapshots can—and cannot—recover
On a Mac, Apple says Time Machine backs up files such as apps, music, photos, and documents automatically, with hourly, daily, and weekly backups. On APFS disks it also creates local snapshots hourly on the same disk as the originals. Apple says those snapshots are retained for up to 24 hours or until space is needed. They can help recover changed or deleted files while the backup disk is away, but they do not survive loss of the internal disk as an independent backup would.
Rank #4
- Easily store and access 4TB of content on the go with the Seagate Portable Drive, a USB external hard drive.Specific uses: Personal
- Designed to work with Windows or Mac computers, this external hard drive makes backup a snap just drag and drop
- To get set up, connect the portable hard drive to a computer for automatic recognition no software required
- This USB drive provides plug and play simplicity with the included 18 inch USB 3.0 cable
- The available storage capacity may vary.
Apple recommends a Time Machine destination outside the internal disk, such as an external hard disk or network disk. See Apple’s current instructions in Back up your files with Time Machine on Mac, and check the instructions for your macOS version when configuring a destination.
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CISA recommends encrypting devices, removable media, and relevant files. Encryption can help protect stored data if a drive is lost or stolen, but it also makes recovery depend on retaining the right credentials. Store passwords or recovery keys separately and securely, and ensure the person who may need to restore the files can access them. Protect cloud accounts with strong account security and understand the provider’s recovery process before an emergency.
Best Value
- High capacity in a small enclosure – The small, lightweight design offers up to 6TB* capacity, making WD Elements portable hard drives the ideal companion for consumers on the go.
- Plug-and-play expandability
- Vast capacities up to 6TB[1] to store your photos, videos, music, important documents and more
- SuperSpeed USB 3.2 Gen 1 (5Gbps)
CISA’s #StopRansomware Guide recommends offline, encrypted backups and regular testing. Its advice is practical risk reduction, not a guarantee that a connected service, device, or account cannot be compromised.
Common backup mistakes to avoid
- Counting the same disk twice: another folder or local snapshot on the internal drive is not independent protection if that drive fails.
- Leaving the only external copy connected: connected storage can be reachable by ransomware; disconnect it between backup sessions when practical.
- Assuming sync preserves history: confirm how versioning, retention, and deletion work before treating synchronization as a recovery copy.
- Never practicing a restore: file listings do not establish that the data is intact or opens correctly.
- Forgetting keys or overlooked libraries: inventory application-specific data and make recovery credentials available to the person who needs them.
Sources and scope
CISA’s guidance on protecting data stored on devices covers external or cloud copies, handling external drives, and encryption. Apple’s Time Machine details apply to Mac and APFS snapshots as described in its support guide. The NIST NCCoE document is backup-testing guidance for managed service providers and customers, not a creator-specific product evaluation. No cited source establishes a universal backup schedule or validates a named cloud provider or drive.
Quick Recap
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