Question
I currently have a file share drive to store my departments documents. I've heard that SharePoint is where the university is moving to and that it has more features.
Should I move my department's file share to SharePoint?
Solution
It depends. It is important to consider what you need your file sharing tool to do. Both a file share and SharePoint fulfill the core need of sharing files between people. SharePoint does this in a more feature-rich way.
Here's a chart of things to consider as for explore moving from file share to SharePoint.
| Criteria/Platform |
SharePoint |
Network file share (file share) |
| Definition |
Platform for collaboration, document management, and workflow automation. |
Traditional file storage system accessible over the network. |
| Features |
- File sharing with UO and non-UO
- Team collaboration
- Workflow automation
|
- Basic file sharing within UO
|
| Pros |
- Advanced Features
- Team Collaboration
- Version Control
- Workflow Automation
- Integrated with Microsoft 365 apps
- Advanced search capabilities
|
- Simplicity
- Easy to understand
|
| Cons |
- Complexity
- Learning curve
|
- No workflow or automation features
- Lack of collaboration tools
- No version control
- Basic search
|
| Security |
- Approved for all data types
- Allows for data retention automation*
- Allows for user or IT managed access control
|
- Approved for all data types
- IT managed access control
|
| Accessibility |
- Accessible from anywhere (cloud-based) with an Internet connection
- Accessible via a web browser
- Easy to share with people outside the UO
- Restore deleted files on own or with IT assistance
|
- Accessible within the local network or VPN only
- Not possible to share with people outside the UO
- Can restore deleted files with IT assistance
|
* - Tooling for automation is in process
Need help?
If you'd like a consultation and/or help making this move, please submit a ticket and IT can assist.