Using OneDrive and SharePoint for Business Document Management

Jun 5, 2024

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.