Physical Shared Drive vs. SharePoint: Which Is Better?

Last Updated on June 14, 2024

Not sure which data storage to go with?

In this guide, let’s talk about physical shared drive vs. SharePoint in several key factors that can help you decide.

Let’s get started.

What is SharePoint?

SharePoint is a web-based platform that integrates seamlessly within the Microsoft 365 ecosystem.

It allows organizations to store, share, and collaborate on files through a secure online library.

SharePoint enhances productivity and teamwork by centralizing document management.

Key features:

1. Document libraries: Organize and manage files in libraries, making it easy to find and access documents.
2. Real-time collaboration: Allows multiple users to work on the same document simultaneously.
3. Customizable sites: Create team or project-specific sites with tailored layouts and permissions.
4. Integration with Microsoft tools: Works seamlessly with Microsoft Teams, Outlook, and other Microsoft Office 365 applications.
5. Robust security: Offers robust security features, including multi-factor authentication and data encryption.

👉 Related: SharePoint Online Features: The Power of SharePoint Online

SharePoint offers significant benefits for document management and collaboration.

It enables teams to access and edit documents from anywhere, improving flexibility and productivity.

Its security measures help protect sensitive data while supporting efficient and organized work environments.

How about physical shared drives?

These are network-based storage systems that allow multiple users within an organization to store files.

These drives are typically hosted on on-premises servers and are accessible through a local network.

They are often used in environments where data control and quick local access are important.

Typical use cases:

1. Local file storage: Ideal for storing large files that need to be accessed quickly without relying on internet speed.
2. Departmental collaboration: Used by departments to share and manage documents internally within a local network.
3. Backup and recovery: Serve as a local backup solution for important files, ensuring data is readily available and recoverable.

Physical shared drives are known for their simplicity and speed for local access.

However, they need advanced collaboration tools, and can be challenging to scale.

Maintenance and security are entirely the responsibility of the organization, which can be resource-intensive.

👉 Related: SharePoint vs Network File Share: Best Data Storage Choice?

Factors to Consider

When deciding, you need to consider several key features:

1. Collaboration capabilities

Collaboration is key to modern business operations, and the tools you use can significantly impact productivity.

Physical shared drives:

• Basic file sharing: Allows users to share files within a local network.
• Limited real-time collaboration: Users cannot edit the same document simultaneously.
• Dependence on VPN for remote access: Remote users need a VPN, which can be cumbersome.
• No built-in communication tools: Lacks integrated tools for team communication.
• Manual version control: Users must manage document versions manually.

SharePoint:

• Real-time collaboration: Multiple users can work on the same document simultaneously.
• Integrated communication: Seamlessly integrates with Microsoft Teams and Outlook.
• Automated workflow: Supports task automation and document approvals.
• Advanced version control: Robust versioning features with the ability to revert to previous versions.
• Accessible anywhere: Cloud-based access allows users to work from anywhere with an internet connection.

SharePoint’s collaboration features are more advanced and versatile, especially for remote work and complex projects.

It supports efficient teamwork with real-time editing, robust version control, and integrated communication tools.

Physical shared drives, while simpler, lack these advanced features and can be limiting for dynamic collaboration.

👉 Related: SharePoint Document Collaboration Best Practices (Updated)

2. Accessibility and mobility

Accessibility and mobility are important since they enable employees to work efficiently from various locations.

Physical shared drives:

• Local network access: Files are accessible within the local network, providing quick access.
• Remote access via VPN: Remote access is possible but requires a secure VPN connection.
• Limited mobile access: Generally not optimized for mobile devices; requires additional solutions.
• Offline access: Files are available offline as long as connected to the local network.
• Dependence on infrastructure: Access depends on the physical infrastructure, which can be a limitation during outages.

SharePoint:

• Cloud-based access: Accessible from anywhere with an internet connection.
• Mobile-friendly: Optimized for mobile devices with dedicated apps for iOS and Android.
• Real-time syncing: Changes are synced in real-time across all devices.
• Offline access with sync: Certain files can be accessed offline and sync when reconnected.
• No VPN required: Eliminates the need for a VPN, simplifying remote work.

SharePoint’s cloud-based nature makes it far superior in terms of accessibility and mobility.

It allows employees to work from anywhere, on any device, without relying on complex network setups.

Physical shared drives, while reliable within an office environment, lack the flexibility needed for a modern, mobile workforce.

3. Security features

Security is a top priority when it comes to data storage and management.

Both offer various security features, but they differ significantly in their capabilities.

Physical shared drives:

1. Basic permissions: Access controls are limited to file and folder levels within the local network.
2. Local network security: Relies on the security measures of the local network, such as firewalls and user authentication.
3. Physical security: Vulnerable to physical threats like theft, fire, and natural disasters.
4. Manual backups: Requires manual backup processes, which can be prone to errors.
5. Limited monitoring: Basic monitoring capabilities, often requiring additional tools for advanced tracking.

SharePoint:

1. Advanced permissions: Fine-grained access controls at file, folder, and SharePoint site levels.
2. Data encryption: Encrypts data both in transit and at rest, providing robust protection.
3. Multi-factor authentication: Supports multi-factor authentication (MFA) for secure access.
4. Regular backups: Automated backup processes with easy recovery options.
5. Comprehensive monitoring: Detailed audit logs and real-time monitoring capabilities.

SharePoint’s advanced security features make it a more secure choice for modern businesses.

It offers comprehensive data protection with encryption, MFA, and automated backups so that sensitive information is well-guarded.

Physical shared drives lack these advanced security measures and can be more vulnerable to both physical and digital threats.

👉 Related: Risks and Vulnerabilities: Is SharePoint Secure? (Updated)

4. Cost considerations

Both have different cost structures that impact your organization’s budget and long-term financial planning.

Physical shared drives:

1. Initial investment: Requires a substantial upfront cost for hardware, software, and setup.
2. Maintenance costs: Ongoing expenses for hardware maintenance, upgrades, and replacements.
3. Scalability expenses: Scaling up requires additional hardware, which can be costly and time-consuming.
4. IT staff: Requires in-house IT staff to manage and maintain the infrastructure.
5. Energy costs: Continuous operation of physical servers increases electricity bills.

SharePoint:

1. Subscription model: Monthly or annual subscription fees based on the chosen Microsoft 365 plan.
2. Lower initial cost: Minimal upfront investment as it’s cloud-based.
3. Included updates: Regular updates and maintenance are included in the subscription cost.
4. Scalable pricing: Costs adjust based on usage and storage needs, making it flexible for growth.
5. Reduced IT overhead: Lower need for in-house IT staff, reducing labor costs.

SharePoint’s subscription model offers flexibility and predictability in costs, which can be beneficial for budgeting.

It also reduces the need for significant upfront investments and ongoing maintenance expenses.

Physical shared drives are potentially cheaper in the long run for small-scale operations.

Unfortunately, they can incur higher initial and maintenance costs, especially as the organization grows.

👉 Related: SharePoint Editions: A Detailed Comparison and Review

5. Scalability and maintenance

Both solutions offer different approaches to handling growing data and maintaining systems.

Physical shared drives:

1. Hardware upgrades: Scaling requires purchasing and installing additional hardware, which can be costly and time-consuming.
2. Maintenance responsibility: The organization is responsible for all hardware and software maintenance.
3. Downtime: Upgrades and maintenance can lead to downtime, which affects productivity.
4. Space limitations: Physical space constraints can limit the ability to scale.
5. IT staff: Requires dedicated IT personnel to manage and maintain the infrastructure.

SharePoint:

1. Cloud-based scalability: Easily scales with your business needs without physical limitations.
2. Automated updates: Microsoft handles updates and maintenance, reducing the burden on your IT staff.
3. No downtime for scaling: Scaling in the cloud does not require downtime, which ensures continuous access.
4. Flexible storage options: Offers flexible storage plans that can grow with your organization.
5. Reduced IT costs: Less need for in-house IT maintenance and support.

SharePoint’s cloud-based nature provides seamless scalability and reduces the need for ongoing maintenance.

This allows organizations to scale up/down without worrying about hardware limitations or significant downtime.

Physical shared drives, while reliable, can become cumbersome and expensive to scale and maintain over time.

👉 Related: SharePoint Maintenance Checklist: Beginner’s Guide

6. User experience and interface

The user experience and interface of a storage solution can significantly impact productivity and ease of use.

Physical shared drives:

1. Familiar interface: Uses the traditional file explorer interface that most users are familiar with.
2. Simple navigation: Straightforward folder structure makes navigation easy for basic file storage.
3. Limited customization: Offers minimal options for customizing the interface.
4. Consistency: Interface remains consistent across different devices and operating systems.
5. Manual organization: Users need to manually organize and manage files, which can become cumbersome with large volumes of data.

SharePoint:

1. Customizable sites: Users can create customized SharePoint sites and layouts for different teams and projects.
2. Integrated tools: Seamlessly integrates with other Microsoft 365 tools, providing a unified user experience.
3. Dynamic search functionality: Advanced search capabilities make it easy to find documents and information quickly.
4. User-friendly interface: Modern, web-based interface that is intuitive and easy to navigate.
5. Real-time updates: Changes are reflected in real-time, ensuring that all users see the most current version of documents.

SharePoint provides a more dynamic and customizable user experience compared to physical shared drives.

Its integration with other Microsoft tools and advanced search functions make it a powerful tool for managing and finding documents.

Physical shared drives though are simpler and familiar.

However, they lack the flexibility and advanced features offered by SharePoint, which can limit efficiency in more complex environments.

Recommendations: Needs and Priorities

Well, choosing which option to go with primarily depends on your organization’s needs and priorities.

Let’s put all that I have shared into a comparative table:

SharePoint is better suited for organizations needing robust collaboration tools, remote access, and scalability.

It also offers advanced security features and reduces maintenance overheads.

Physical shared drives are ideal for those who need fast local access and those who can manage on-premises infrastructure.

Why it’s important to choose the right platform?

Choosing the right platform for your organization’s data storage and collaboration needs is important.

It impacts efficiency, security, and overall productivity:

1. The right platform can streamline workflows and improve team collaboration, leading to higher productivity.
2. Ensuring that your data is secure and protected from threats is essential for maintaining trust and compliance.
3. A suitable platform can save costs in the long run by reducing maintenance and operational expenses.
4. The ability to scale with your organization’s growth without significant disruptions is important for long-term planning.
5. Providing easy access to data from anywhere supports remote work and flexibility for your team.

Choosing SharePoint can significantly improve your organization’s ability to collaborate effectively and securely.

It also offers the flexibility to grow with your business, supporting both current and future needs.

Physical shared drives might suit smaller organizations with simpler needs, but they can become limiting as the organization expands.

Anyway, got any questions about physical shared drives vs. SharePoint? Let me know.

For any business-related queries or concerns, contact me through the contact form. I always reply. 🙂