If your business documents and files are still stored on an on-site server (or even paper!) you are missing out on the many benefits of cloud storage solutions.
Cloud services (which include SharePoint, Google Drive and Dropbox) enable users to access files from anywhere with an internet connection. This is a key requirement in today’s working environment with so many home-working and hybrid working arrangements.
Although Google Drive and Dropbox are comprehensive tools, SharePoint has the advantage of being automatically included in Microsoft’s 365 packages. So, if your business already uses Microsoft 365, then for most types of licence, SharePoint is already available, at no extra cost.
Some of the benefits of SharePoint are
- A simple harmonisation of your username and password within your Microsoft world – one set of login details for everything.
- Easy integration with applications like Word & Excel.
- With minimal configuration, you are in a secure environment, meeting all the latest compliance standards including multi-factor authentication.
- It’s easy for colleagues to collaborate in SharePoint – multiple users can view and make changes to a file at the same time and it avoids the risk of multiple copies of a document being created.
- Backup and recovery – because the data is held in the cloud, you aren’t reliant on the functionality of a server or the reliability of a physical backup. Data is securely stored and as an extra layer of protection you can add a cloud back-up solution, so that even if a document is deleted in error, you can retrieve it.
- You don’t need to know which folder an item is stored in, to be able to locate it. It can be found in SharePoint from a simple search on a document name or key word.
- Access to folders and files can be restricted on a per user basis, meaning that confidential documents are only visible to the people who have been given specific permission to access them.
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