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SharePoint vs. OneDrive vs. Google Drive: Which is Best for File Storage & Backups?

Posted by Access Systems Team on May 15, 2019 9:00:00 AM

Businesses of various industries and sizes have files that require collaboration and safekeeping.

What file storage system or tool is your business currently using? For many, the choice is between three popular platforms: Microsoft’s SharePoint Online, Microsoft’s OneDrive or Google’s Drive.
But how do these systems compare for their document security and backup protection?

Let’s explore the advantages and disadvantages of each to find a solution for you:


Cloud Files

Microsoft OneDrive for Business

Microsoft OneDrive is a widely used file storage and backup system, known for its compatibility with Office 365. Those familiar with Microsoft Office and its desktop apps often prefer this platform over other web-based storage tools, like Google Docs, as its similar interface is comfortable to learn.  

Pros

With OneDrive for Business, you can:

  • Access files from cloud-based servers anywhere, anytime, including mobile
  • Upload and sync common file types
  • Integrate with other tools in Microsoft Office, including Word, Excel, PowerPoint, Teams messaging as well as Microsoft Outlook
  • Enjoy subscription plans that can come with Office 365 Personal or Home, in addition to Office Online
  • Share links to documents via email, with the ability to set a link expiry date
  • Pay less, with its well-priced cost of storage compared to other file storage platforms
  • Easily search for files
  • Download content locally to work without an internet connection
  • Rest assured know any changes will automatically sync after detecting an internet connection
  • Know files are safely stored and shared using SSL encryption

Cons

Some disadvantages to using OneDrive include:

  • OneDrive for Business encrypts files while in transit between your computer and the cloud, but OneDrive with the personal subscription keep files  in plain text
  • It’s essentially an online folder system and doesn’t include extra features like Sharepoint (which you’ll read about below)

Online File Storage

Microsoft SharePoint Online

This web application platform is a popular choice for enterprise document storage. Whereas OneDrive is simply an online storage platform, SharePoint Online was designed as a collaboration tool for team document sharing. SharePoint allows for many customizable and branding features, ideal for big companies and cross-department collaboration. As it comes with Office 365, it’s easier to streamline with already comfortable users and integrates with familiar tools.

Pros

With SharePoint, you can:

  • Access files from cloud-based servers anywhere, anytime, including mobile
  • Integrate with other tools in Microsoft Office, including Word, Excel, PowerPoint as well as Microsoft Outlook
  • Keep track of version control in one document
  • Easily search for files
  • Organize and manage content into libraries and lists
  • Control sharing and editing restrictions with specific users
  • Use In-Place Hold to prevent content deletion or editing
  • Create a unique, custom intranet for flexible usage with the help of developers
  • Manage your daily routine with workflows, forms and lists
  • Create a brandable interface both internally and when sharing external access to files, for a professional look
  • Go paperless with scanning and capture tools
  • Enter and manage document metadata
  • Utilize free 24/7 support by phone, email and online

Cons

Be wary of a few things, you may need to:

  • Work with a developer to customize the platform
  • Invest time and money into creating customization features, like a custom intranet
  • Check updates regularly*
  • Invest in licencing and hosting, as you may need to run an on-site SharePoint server and pay for a high storage and costly subscription plan
  • Train employees, as the infrastructure can get complex with customization

    *Without a patch management strategy, updates can “break” customizations. Here at Access Systems, we always test updates before rolling them out to our clients, to ensure they’re “friendly” with your interface.

Cloud Storage

Google Drive for Business

For Mac users or those comfortable with Google products, Google Drive can be an easy solution for file storage. Its tools mimic Microsoft’s Word, Excel and PowerPoint, with its similar looking and functioning Google Docs, Sheets and Slides. Files live on the cloud-based Drive, which can be collaboratively accessed and modified.

Pros

With Google Drive, you can:

  • Access files from cloud-based servers anywhere, anytime, including mobile
  • Upload and sync common file types
  • Control sharing and editing restrictions with specific users
  • Enjoy the security of automatic syncing and saving, and Google’s reputable backup protection
  • Access previous versions of files to preserve the original data
  • Easily search for files
  • Access and integrate many third-party apps
  • Separate team and internal drives for business and personal usage, under your Gmail email address
  • Flexible, low cost pricing plans, with wide range of storage choices
  • Enjoy additional Google Suite features like video and voice conferencing, team messaging and shared Google calendars
  • Know your files are encrypted while in transit between your computer and the cloud, using TLS and 256-bit AES
  • Utilize free 24/7 support by phone, email and online

Cons

Unfortunately, Google Drive has some drawbacks:

  • While businesses with low gig storage needs often enjoy low costs, enterprises with high-capacity needs can pay hefty costs per terabyte
  • Sometimes upload and download speeds are slow, depending on your connection and the activity of millions of connected users
  • Not very compatible for Outlook users
  • Though there’s offline editing modes, you need an internet connection to access and sync files to the cloud

Organize & Protect Your Business Files

Regardless of the file storage platform you choose, OneDrive, SharePoint and Google Drive are all popular, widely accepted choices for businesses both big and small.

Here at Access Systems, we introduce our clients to both OneDrive and SharePoint, for their excellence in security and on-the-go, reliable access.

Do more with less paper with the help of our Document Management Solutions, or give us a call at (888) 464-8770, today.


Network Assessment

Topics: Online File Storage

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