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As a modern business, efficient file storage and organisation will play a crucial part in your IT strategy. However, relying solely on saving files locally can lead to various limitations and risks.
In this blog post, we will explore the drawbacks of local file storage and highlight the advantages of using cloud-based solutions, particularly Microsoft 365’s OneDrive and SharePoint.
We’ll also discuss how users can maximise the benefits of these platforms while seamlessly integrating local file access.
Storing files solely on local devices poses significant risks and limitations that can impact productivity and data security. These drawbacks include:
Data Loss: Local files are vulnerable to hardware failures, accidents, and malware attacks. Losing critical files can be devastating, especially if there are no backups in place.
Limited Accessibility and Collaboration: Local storage restricts access to files, making it challenging to collaborate with others or work remotely. Sharing files through physical devices or email attachments leads to version control issues and slows down collaboration.
Security Vulnerabilities: Local storage lacks the advanced security features of cloud-based platforms. Devices can be lost or stolen, potentially exposing sensitive data, unless you have full disk encryption. Moreover, local backups may not provide sufficient protection against ransomware or other cybersecurity threats.
Microsoft 365 offers robust cloud-based solutions, including OneDrive and SharePoint, which address the limitations of local file storage, including:
OneDrive and SharePoint enable automatic synchronisation across devices, ensuring that your files are always up to date. Changes are synced instantly when you access files from your computer, smartphone, or tablet.
With the OneDrive desktop app, you can even access and edit your cloud files locally, which are then re-saved to the cloud once you’re finished.
Storing files on OneDrive or SharePoint allows you to access them from anywhere with an internet connection. You can easily share files with colleagues or clients, promoting real-time collaboration and eliminating the need for manual file transfers.
Microsoft 365 employs advanced security measures to safeguard your files. These include encryption, multi-factor authentication, and compliance with industry standards. In addition, data backups and disaster recovery options minimise the risk of data loss.
With cloud storage, you can track file changes, revert to previous versions, and view file histories. This feature helps maintain data integrity and simplifies collaboration, particularly when working on shared documents.
As a Microsoft partner, we have migrated hundreds of businesses to Microsoft 365 and support over 10,000 Microsoft user accounts.
If you’ve yet to migrate to Microsoft or would like to optimise your user accounts, we’d be delighted to help! Get in touch with our friendly team today to book a free, informal discovery session so we can learn more about your needs.