Using OneDrive and SharePoint for Business Document Management

Importance of Secure and Accessible Documents

• Business documents need to be:
  • Secure
  • Accessible from any device
  • Easily shareable between employees and customers
• Solutions for these requirements:
  • OneDrive
  • SharePoint
• Both are part of Microsoft 365 subscription.

OneDrive

• Purpose: Store individual or personal files.
  • Only the owner can see and edit unless shared.
• Integration: Tightly integrated with Microsoft apps like Word, Excel, PowerPoint.
• Usage Examples:
  • Private or sensitive information
    • Confidential business plans
    • Financial records
    • Performance reviews

SharePoint

• Purpose: Collaborate on files with a team.
  • Everyone with access to the SharePoint site can see and edit.
• Access Methods:
  • SharePoint site
  • Teams files (pointing to the same location)
• Features:
  • Create libraries, pages, workflows
  • Change document permissions
  • Content management system
• Ideal for: Team or project collaboration
  • Collaborative documents
    • Company policies
    • Project schedules
    • Training materials

Summary

• OneDrive for individual tasks and sensitive information.
• SharePoint for team-based projects and collaborative work.
• Both ensure secure cloud-based document management.