1. Complete access, always By migrating your files to SharePoint, you are making it easier for employees to access to their content. You can access your files from anywhere—whether you're at home, at the office, or on your way to a meeting—and from any device. This is something regular file shares have trouble matching.
2. Search muscles Perhaps one of the biggest reasons for including file shares in your SharePoint migration is the search power for finding files.
Search by document name or keyword and pull up relevant results in nanoseconds. This is something to be lauded and applauded when you take into account the sheer volume of content our companies are dealing with every day.
3. Check-in and check-out Often, you're working on files and documents in collaboration with multiple colleagues. It can be a hassle (or even impossible) to know who is working on the same document that you’ve been assigned, or who needs to input a few last minute changes before you begin your task.
In SharePoint, you can check out a file so others can’t access it—meaning everyone knows who has the latest version of the document. This helps ensure you don’t cannibalize each other’s efforts.
4. Version history and backup protection Speaking of versions, in SharePoint there’s no need to create multiple versions of a single file and rename it every time.
You’ve probably seen the v1, v2, v3, v4… ad infinitum stitched to a file. Having so many versions is confusing for your collaborators because it clogs up space over time. Again, remember the volume of content most companies are working with—with unnecessary versions, it just looks like a mess.
In SharePoint, you can also take advantage of version history—meaning you only ever need to work on one file. When you edit and save a document, the old version is still kept, invisibly, and can be accessed with the click of a button if you ever need to backtrack.
5. A single copy in a single space In SharePoint, you store your document in one place; colleagues come to the document rather than sending the document all over the place.
This means no more multiple copies of the same file in different people’s inboxes, or on their hard drives, being backed up over and over. The one version is in the right place, and that provides great clarity for your entire team.
6. Everything in moderation You can choose a team leader, or somebody else, to manage and moderate the content in each library. That way, you make sure only those with access can view and work on specific company data. This is important in an age when compliance and regulation is ever more important.
By now, you should be able to see the advantages of storing your file shares on SharePoint. If you're ready to make the jump, here is a handy article that will show you how to prepare your file shares for the eventual migration to SharePoint. Enjoy!
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AdrianG replied
230 weeks ago