When to use SharePoint vs Shared Drives
Recommended SharePoint as a document management system usage:
Use for collaboration documents
SharePoint has version control, check-in/check-out features
There is a recycle bin to recover accidental deletion
Use a workflow to automate tracking/notification of documents requiring multiple users
Use SharePoint for any document/communication that you want accessible from a web page. SharePoint document libraries are accessible from anywhere on the internet. Viewing and edible in most cases as a Web page, so the client application isn?t needed.
Use for documents which need wide visibility and access
Can use SharePoint search and metadata features to quickly find documents
Can create different views to highlight subset of documents in different contexts
Recommended Shared Drive Usage (S: and U: drives):
File shares a general storage of files of all types.
Save individual documents/rough drafts of documents.
Use a shared drive for storing very large documents (over 50MB).
Files are backed up by the servers data protection system.
Storing documents long term- Shared drives work well for archiving and long term storage.
Files which will never need updating can be stored on a shared drive
SharePoint Document Libraries vs. File shares comparison
FEATURE | SharePoint as a document management system | Shared Drive |
Versioning | It?s virtually impossible to lose a document. Users have the ability to restore to a previous version. | No versioning. Once you overwrite or delete you lose the previous version |
Check-in/check-out | Documents can be checked-out, edited and checked-in. | Not available |
Workflow | Sharepoint can automate tracking and notifications of a workflow | Manual process |
Accessability | Libraries are available from anywhere | Must be on site logged into the OFB Network |
Customized Views | Can setup customized views to view/filter selected items from a library | Not available |
Search | Powerful search engine. With metadata usage can quickly find documents | Search limited to file name only |
Recycle Bin | Recycle bin to recover accidental deletions | No recycle bin |
Permissions | Can set read vs edit permissions to target groups or people. Can make documents public or private | Can set read vs edit permissions to target groups or people. Can make documents public or private |
File Size | < 50 MB | unlimited |
Ease of Use | New platform ? training needed | Familiar windows folder system |
Why use SharePoint for your department/team?
SharePoint excels at Collaboration ? discussions, lists, calendars, document library?s, blogs and more! SharePoint is great to allow different users to update documents when needed.
SharePoint works as a document management system (DMS).
Searchability of documents- SharePoint has well designed and intuitive search feature. Folder structuring becomes obsolete.
Versioning ? Ever have a document disappear from a shared drive? With SharePoint?s versioning control, it?s virtually impossible to lose a document. Users have the ability to restore to a previous version.
SharePoint provides a Recycle bin for restoring files.
Permissions ? SharePoint Developer can set the necessary permissions for your team so the documents you want public or private stay that way.
Alerts- users can set alerts to be notified when things change, are added, deleted from lists, libraries and more.
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