Why use SharePoint for file storage

Using SharePoint for file storage offers several benefits over storing files locally:

1. Accessibility:

• Access Anywhere: SharePoint files can be accessed from anywhere with an internet connection, allowing for seamless collaboration among team members regardless of their location.
• Cross-Platform Compatibility: SharePoint is accessible from various devices and operating systems, including desktop computers, laptops, tablets, and smartphones, ensuring that users can access files regardless of the device they're using.

2. Collaboration:

• Real-Time Collaboration: Multiple users can simultaneously edit a document stored in SharePoint, enabling real-time collaboration and reducing version control issues.
• Commenting and Feedback: SharePoint allows users to leave comments, provide feedback, and track changes within documents, facilitating efficient collaboration and communication.

3. Version Control:

• Version History: SharePoint automatically maintains a version history for each file, allowing users to view previous versions, track changes, and revert to earlier versions if necessary.
• Document Locking: SharePoint can prevent conflicting edits by allowing users to lock files while they are being edited, ensuring data integrity and minimizing the risk of overwriting changes.

4. Security:

• Granular Permissions: SharePoint offers granular permission settings, allowing administrators to control who can access, view, edit, or delete files and folders.
• Data Encryption: SharePoint provides data encryption both at rest and in transit, ensuring the security and confidentiality of stored files.

5. Scalability:

• Scalable Storage: SharePoint provides scalable storage solutions, allowing organisations to store and manage large volumes of files without worrying about running out of disk space.
• Integration with Other Tools: SharePoint integrates seamlessly with other Microsoft Office 365 applications and third-party tools, providing a comprehensive platform for document management and collaboration.

6. Backup and Recovery:

• Automated Backups: SharePoint automatically backs up files and data, reducing the risk of data loss due to hardware failure, human error, or malicious attacks.
• Restore Functionality: SharePoint allows administrators to restore files and data from backup copies in case of accidental deletion or data corruption.

7. Compliance and Governance:

• Compliance Features: SharePoint offers compliance features such as retention policies, eDiscovery, and audit logging, helping organisations comply with regulatory requirements and industry standards.
• Governance Controls: SharePoint allows administrators to enforce governance policies, monitor user activity, and ensure compliance with organisational policies and procedures.

SharePoint offers numerous advantages over locally stored files, including enhanced accessibility, collaboration, version control, security, scalability, backup and recovery capabilities, and compliance features. By leveraging SharePoint for file storage, organisations can streamline document management processes, improve collaboration and productivity, and ensure the security and integrity of their data.