Comparisons
Comparisons
Every storage method has strengths and weak spots, and there is no perfect option. That is why a reliable setup almost always combines several approaches. The tables below list general properties to help you find the right combination for your needs.
Don't choose between the cloud and a drive: let each one back up the other.
How this section works: we compare types of solutions, not brands. We do not give specific lifespans for storage media: they depend heavily on storage conditions and product quality.
Cloud or external drive
| Property | Cloud storage | External drive |
|---|---|---|
| Access | From any device with an internet connection and your account sign-in | Only where you have physically taken the drive |
| Protection against fire or theft at home | Data is stored somewhere else | Lost along with the computer if kept next to it |
| Depends on | The service working, its terms and access to your account | The drive itself staying in working order |
| Speed of the first backup | Limited by your internet speed | Usually faster, especially for large archives |
| Worth remembering | Deleting a file may sync to every device | The drive needs to be connected and checked regularly |
PDF or original format
| Property | PDF and PDF/A | Original format |
|---|---|---|
| Appearance | Stays exactly as it was when created | Depends on the program used to open the file |
| Editing | Awkward; changes need the source file | Easy to keep editing |
| Long-term storage | PDF/A is designed specifically for archives | Depends on whether it is an open format |
| Best for | Final documents, certificates, contracts | Drafts and anything that will still change |
USB stick or drive for long-term storage
| Property | USB stick or memory card | External hard drive or SSD |
|---|---|---|
| Convenience | Small and easy to carry | Bigger, but holds the whole archive |
| Risk of loss | Easy to forget or lose | Lost less often, but sensitive to drops |
| Storage while unplugged | Not designed for years in a desk drawer | Also needs checking from time to time |
| Sensible role | Moving files and temporary copies | One of the main copies under the 3-2-1 rule |
Further reading
- Tools
Built-in features found almost everywhere: print to PDF, document version history, account data export and disk checks.
- Guides
Practical guides: how to save an important web page, build a personal archive and move photos off old media. The article catalogue is here too.
- Security
Encrypting backups, account access and inheritance, and handling other people's data and photos with care.
- Glossary
Digital storage terms in plain language: archives and copies, formats and media, addresses and links.
- Questions
Answers about this reference, saving websites and pages, backups and personal archives.
Sources
- ISO 19005 (PDF/A)
- General data backup recommendations
Facts about system support periods, file format standards and web archives were checked against the organisations' published information at the time of writing. Menu items in your own software and devices may be named differently from the general descriptions used here.