For many businesses, the file server has been a central part of their IT infrastructure for years. It provides a familiar way for employees to store, access and share documents across a network. However, as more businesses adopt cloud-based working, solutions such as Microsoft SharePoint are becoming an increasingly popular alternative.
But how does SharePoint compare with a traditional file server, and which option is right for your business?
What Is a Traditional File Server?
A traditional file server is a physical or virtual server used to store and manage files within a business network. Employees typically access files through mapped network drives, with permissions controlling who can view, edit or manage specific folders.
File servers can provide businesses with reliable centralised storage and give IT teams control over where company data is stored. However, they also require ongoing maintenance, hardware management, backups and security measures.
Remote access can also be more complicated, particularly if employees need to connect to the company's network through a VPN.
What Is Microsoft SharePoint?
SharePoint is a cloud-based collaboration and document management platform that's part of Microsoft 365. It allows businesses to store, organise and share files online while providing tools for collaboration and access management.
Because SharePoint is cloud-based, employees can access files from different locations and devices, provided they have the appropriate permissions and an internet connection.
It also integrates closely with Microsoft 365 applications such as Word, Excel and Teams, making it easier for employees to work together on documents without constantly creating and sending different versions.
SharePoint vs File Servers
One of the biggest differences is accessibility. Traditional file servers are generally designed around access to a company's internal network, whereas SharePoint is built for cloud-based access.
This can make SharePoint particularly useful for businesses with hybrid or remote working arrangements.
SharePoint also offers features that can improve collaboration, including:
- Real-time document collaboration
- Version history
- Controlled file sharing
- Access permissions
- Integration with Microsoft Teams
- Access from multiple devices
- Document management and organisation
A traditional file server can still be the better option for certain businesses, particularly where large amounts of data need to be stored locally or where specific applications depend on traditional network storage.
What About Security?
Both approaches can be secure when they're properly configured and managed. The important consideration is how access, permissions, backups and security are handled.
SharePoint provides businesses with Microsoft 365 security and access management features, while traditional file servers give organisations direct control over their infrastructure.
However, moving to SharePoint doesn't automatically make a business secure. Poorly configured permissions, weak passwords or inappropriate sharing settings can still create risks.
Businesses should therefore consider security as part of the wider decision rather than choosing a platform based on storage alone.
Should You Move from a File Server to SharePoint?
There isn't a single solution that's right for every business. The best option will depend on your existing infrastructure, the type and volume of data you manage, how your employees work and your long-term IT requirements.
For businesses already using Microsoft 365, SharePoint can provide a flexible way to modernise document storage and improve collaboration. For others, a traditional file server may still provide the performance, control or compatibility they need.
In some cases, a combination of cloud and on-premises storage can also be the most suitable approach.
At Edmondson's, we can help you assess your current infrastructure and determine whether SharePoint, a traditional file server or a combination of both is right for your business. We can also help with planning, migration, security and ongoing IT support, helping you make the most of your technology while keeping your business data protected.
