On the surface, OneDrive and SharePoint might look like redundant tools, but their key differences make them two complementary parts of a great cloud document management solution. The key to utilizing each tool correctly is understanding what they do, how they work together, and adhering to best practices.
SharePoint & OneDrive in Office 365 Defined
SharePoint is a cloud document management service for groups. Businesses of all sizes can utilize SharePoint to centralize document storage, be organized, and have their files accessible anywhere . SharePoint also allows for real-time editing and collaboration on documents in programs like Word, Excel, or PowerPoint.
OneDrive the service is a cloud document management system that provides users a home to store and sync their files. Files stored in OneDrive can only be seen by the OneDrive’s owner, however they can be easily shared with others as needed. OneDrive is also the name of the software used to sync files in both OneDrive and SharePoint.
Together as One
Though these products are both cloud storage systems, they achieve the best results when used in tandem. Together your team can take advantage of live editing for collaboration, take their files on the go, and have any of their edits synced instantaneously and shared with the rest of the team.
Best Practices for SharePoint & OneDrive
As with any file storage system, having rules and a process is paramount. You want to be thinking about an effective way to organize, but you also need to be taking measures to minimize security threats. Here are some tips & tricks :
• Utilize folders. Loose files are like loose change. You never know where it is or what you have.
• Agree on naming conventions. Having a standardized way of naming your files and folders will help your team search for and locate the information they need.
• Determine folder structure. Will your main folders be sectioned out by year, project type, client, or something else? It’s essential to come up with a system that is aligned with your work processes. You don’t want your team to have to dig for files they need to reference every day.
• Stick to a permission strategy. Every employee does not need access to every file. Having files only shared with those who need to use them limits risk.
• Do a file audit. Every so often, it is good to audit your files and ensure that the people accessing them match up with those who should have access.
• Require 2-factor authentication. It is both a positive and negative that you can access your files from anywhere. Accessing your account on a personal or community device can open it up to threats. Two-factor authentication helps mitigate any unwanted users from accessing your account.
SharePoint and OneDrive can radically improve your team’s efficiency and communication, especially as we continue to work from home. If you have files stored locally, we can help put together a comprehensive strategy for migrating them to a cloud-based storage system that will keep them accessible and safe.