Migrating from a traditional on-premises file server to the cloud with Microsoft SharePoint provides a more flexible, collaborative environment for document management and file and folder sharing, along with potential cost savings. It’s a centralized platform that allows you to set up public and private folders and manage file access, but the key differentiator between SharePoint and a traditional file server is that it facilitates user collaboration and eliminates the worries and cost of keeping a server on 24/7 with unlimited access.
Migration to SharePoint can also act as “forced housekeeping” of your on-prem file server. During the migration, you can optimize and organize your file structure, create document libraries, share files, set unique permissions to control, and grant user read or edit access. SharePoint is essentially replicating the functionality of public folders that offer full office access, but with administrator control.
In addition, OneDrive for Business can be integrated with SharePoint and used as a personal workspace for individual users, allowing them to store and share personal files, and sync them with SharePoint libraries as needed.
SharePoint’s primary benefit is that it provides faster, easier, more secure access to company information, tools, and employees, so everyone in your organization can enjoy improved productivity. With SharePoint you can:
- Create and save documents from your favorite applications
- Access needed folders based on privileged access controls
- Sync and store files in the cloud to work securely with anyone
- Manage your daily routine with workflows, forms, and lists
- Work anytime, anywhere with complete file access (without VPN)
- Build web-based applications and intranet site
It gives companies a way to automate business processes, track progress, and securely share information across departments or externally. Depending on a business, companies can use SharePoint as a document management system, collaboration software, intranet or extranet.
SharePoint offers smooth coordination of project-based collaboration. It ensures centralized storage of all project-related documents within the same workspace and enables version tracking history for documents, real-time collaboration, and commenting.
Top 7 SharePoint Benefits
1. SharePoint is the gateway to the digital workplace
SharePoint is an all-in-one platform for all enterprise content, providing employees a centralized place to locate any relevant information stored within a secure location. It’s the go-to place for all employees to interact and retrieve content necessary to do their work. Such information can include:
- Third-party links to benefits, banking, vendors and external portals
- Important documents such as HR policies, client and vendor info, IT how-to guides and other digital files
- Interactive forms for paid time off requests, production verification & IT service requests
- Daily, monthly and other relevant reports
2. It’s still the best location to capture data from forms
Although Microsoft PowerApps is a robust platform that allows users to create custom applications without writing code, many users still find it easier to interact with forms within SharePoint since it does not require the installation of any additional apps like PowerApps does. It also offers the convenience of having the forms as webpages.
Some forms that businesses use SharePoint for include:
- HR requests
- IT requests
- New employee hire forms
- Common documents your staff needs to share
3. It’s all about the search features
All companies face challenges when organizing digital files. They’re generally scattered across network drives and server folders, so finding the right document quickly can be time-consuming and difficult.
But with Microsoft SharePoint, employees can take advantage of its ability to index and tag files based on content. This search capability is one of SharePoint’s biggest selling points. Users can locate any file stored in SharePoint by doing a keyword search and use different filters to narrow results based on dates, content types, and authors.
4. There’s nowhere else to put all the legacy content
Even though Microsoft 365 offers features that replace some SharePoint functionalities, none of them addresses a key function that SharePoint brings to the table.
Company announcements, important links, contact lists, HTML pages, and a slew of other content can’t be put in Microsoft’s apps or services so many businesses find SharePoint to be the only viable option for highlighting this information.
5. Only SharePoint has versioning functionality
Content versioning is another SharePoint functionality that many companies need. This feature enables users to track multiple versions of documents, such as legal contracts, policies, and other important business documents using SharePoint document libraries. So far, no other tool within the Microsoft 365 suite offers anything similar.
6. SharePoint is free with Microsoft subscriptions
You can eliminate the costs and maintenance of an on-premises file server by utilizing SharePoint. It’s part of your Microsoft 365 subscription along with your email, Office applications, OneDrive and Teams so why not optimize your current investment? You’ll enjoy a better user experience and your data will always be safe, secure, and accessible 24/7 from anywhere.
7. It’s a resilient, secure continuity plan for all company data assets
SharePoint is a robust, secure platform for all your users to collaborate and share the needed data to keep your business moving with your clients and vendors.
SharePoint provides access controls to manage the permissions of which users can access each folder. PCG ensures the right M365 subscriptions are in place to optimize your SharePoint usage and budget.
You can rest assured that your data will always be backed up and accessible when needed with PCG managing your SharePoint platform
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