Nearly all North American organizations (97 percent) use the cloud, whether for back up protection or big data analytics. Cloud file storage in particular is popular due to its easy storage and retrieval of files, 24/7, from anywhere and on any connected device. Companies have many platform options for cloud storage, but two of the most popular are SharePoint and OneDrive, both from Microsoft. There is a lot of confusion over the differences between SharePoint vs. OneDrive for Business. Let’s evaluate the five key components of these two document management systems to help you make an informed decision on which is best for your organization.
But First, What is SharePoint vs. OneDrive for Business?
Launched in 2001, SharePoint provides storage and lots more, letting users collaborate on files, documents and projects. It comes with a large range of document libraries, task lists, calendars, workflows, wikis and other features, all from a shared company web portal.
OneDrive for Business is, in essence, a simplified version of SharePoint. (There are differences between the personal and business versions of OneDrive, but we’ll focus on the business version here.) With OneDrive, files that would usually be saved to a folder on a user’s work desktop or laptop can now be stored on the cloud, without a lot of extra bells and whistles.
- Collaboration and Document Management
SharePoint was designed specifically as team collaboration software for businesses that need multiple individuals and teams to work on documents and products at the same time. Features like a mailbox, custom lists and web pages are all part of the platform. Users access SharePoint via a branded company page that can include news, calendars, tasks and more. SharePoint provides countless options for integration and customization.
OneDrive is typically used by individuals and business teams who need a central location to store and access files, and not much else. As a user, you are assigned a personal account in which to keep your individual documents. When you want to share a document, you email links to your team members.
- Web Publishing
Many companies use SharePoint’s engine to build and maintain their company website, internal documentation and even web apps. By publishing documents directly to the organization’s branded website, you can make them available for access and download by customers or employees. There are also internal analytics tools to build help documentation, FAQ pages, add customizable features and more
With OneDrive, while you can email links to documents, you cannot publish those documents directly to a web page from the OneDrive platform. You’ll need Office 365 or another CMS/website platform to publish your work publicly.
SharePoint provides much greater control of user access. You can specify various access privileges to restrict which team members are allowed to view certain files or information. This is a great option for sharing information within teams or divisions, and restricting what information can be shared outside these groups.
With OneDrive, any user with the right link can access your files without logging in. This increases the chances of confidential data loss or theft.
- Setup and Training
With SharePoint, you need the right expertise to set it up correctly. This means you may need to consult IT specialists who are more familiar with the software. SharePoint also requires training to fully understand it, and use it.
OneDrive is intuitive; most users with web or file sharing experience can get started immediately.
SharePoint has high monthly costs, and the initial cost of infrastructure, license and customization can also be substantial.
You get what you pay for! While both OneDrive and SharePoint have subscription models, OneDrive fees are significantly less expensive.
SharePoint vs. OneDrive for Business–Which Should You Choose?
If you’re looking for collaborative document management system for your business, SharePoint may be the ideal solution. But if you’re looking for individual back up protection and storage only, OneDrive should do the job. If you’re still unsure when deciding between SharePoint vs. OneDrive for Business, it might be better to consult an expert. At Single Path, we regularly meet with small-to-medium size businesses, schools and other organizations to determine the optimal solutions for their unique needs, from managed cloud services to security solutions. We’ll find the best service providers, reduce costs, improve accessibility and back it all with attentive, personalized support. We help you make a smart choice when looking at SharePoint vs. OneDrive for Business, and more.