Sharing your documents internally and externally

Many organizations have defaulted to legacy file sharing technologies to exchange large files with others. This is mainly due to file size rules many IT departments have in place that prevent users from emailing large files. These file sharing technologies not only have security concerns but also, do not provide the ability to place rules on the repository for version control, modification, archival or search.

In September, we hosted a webcast, “Increase productive within your organization with OneDrive for Business,” discussing the capabilities and benefits of OneDrive for Business. The webcast focused on the three main pillars of OneDrive:  store, sync and share.

If you currently are embracing SharePoint as an enterprise content management (ECM) and collaboration solution within your organization then OneDrive is the perfect solution to compliment your investment. It leverages the file management and business automation capabilities while maintaining a separate instance of documents for a specific purpose directed at a targeted audience. Typically, the files maintained in OneDrive have a shorter lifecycle, are specific for a phase in a business process, or are meant to be in working mode for the participants. There are also synchronization capabilities so offline work can be done with the ability to access the files on multiple devices. Only the changes are synced to your local machine. This is very efficient when users are working on the documents without an internet connection. As soon as they go online the changes will sync to the master document and all version management rules will be in place.

Ultimately, the finished product can be maintained in your SharePoint environment if required so it can be published for other users to access. The use of OneDrive not only provides the ability to store, sync and share but also gives you better control over the security, version control and accessibility of your documents. To find out more about this or other ways that RSM can assist you with your SharePoint needs, contact our professionals at 800.274.3978 or email us.

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