10 Reasons why SharePoint is not a File Server
Many companies have or are considering migrating Windows File Shares to Office 365. SharePoint Online is included with most subscriptions for free. Often, IT professionals are asked to evaluate moving their company file servers to SharePoint Online. While SharePoint is great for collaborating on documents with teams inside or outside of the company, can it completely replace an on-premise file server for larger firms and be used as a file share alternative?
Here’s the list of the top 10 reasons we compiled on why SharePoint is not a file file server:
- Speed – Nothing can beat the speed of local network file server access. While Internet speeds are measured in Megabits, local network speeds are measured in Megabytes. A local network connection is at least 10 times faster than any Internet connection. For example, a fast 100 Mbp/s home Internet connection only equates to 12.2 MB/S. In the office, networks are typically 1GB – a whopping 125 MB/s!! For large files access, nothing beats a local area network connection.
- Simplicity – Users are trained to easily grab their files from a mapped drive. With SharePoint, files are stored in libraries that are accessed using a web-based interface or from within apps only. The interface looks nothing like Windows File Explorer. While there are 3rd party tools to that can map SharePoint drive letters, they are slow, require additional administration and they do not support Two Factor Authentication.
- Storage Capacities – Even the smallest companies have easily terabytes of data. SharePoint Online has a 1TB limit on each library, a 5000 item display limit, a 15GB file size limit and a maximum 100,000 file sync limit. Even if you did store this much data, or files this large, accessing them over the Internet may be unworkable (see Reason #1).
- Migration – Migrating to SharePoint from legacy file shares takes careful planning. All permissions must be manually recreated on the SharePoint sites along with equivalent folder structures. File names on local shares allow special characters that are not allowed in SharePoint (#%&) that must all be renamed before migrating them.
- Backups and Disaster Recovery – With traditional file shares, they can easily be replicated to multiple sites, backed up and archived for compliance going back many years. With SharePoint, restoring old data involves multiple databases and entire SharePoint farms that may be no longer supported. SharePoint Online only keeps the latest 90 days of deleted files – backups requires additional 3rd party subscription services that charge for ongoing backups and retrieval.
- Total Cost of Ownership (TCO) – Sharing files using traditional file shares can be deployed to users in minutes or made available using VPN or SSL VPN products like MyWorkDrive.com with a simple File Explorer-type web page. With SharePoint Online deployments are complex, data is scattered across libraries and extra storage costs .20 per GB as compared to Azure file shares which is as low as .0255 -meaning 10 TB would cost $2000 per month for SharePoint storage. Users must also be trained on how to share and access data. This all leads to additional IT support, training and SharePoint migration costs.
- Ownership of Data – Many firms have compliance regulations preventing them from moving files to the Cloud or legal concerns as to who has access to their company data. Moving data to Sharepoint Online requires careful compliance and legal review. The process grows more complicated when migrating organizations with highly sensitive data, such as government agencies, with a host of stringent compliance regulations to meet. Organizations will want to think carefully about the implications of moving files to vendors proprietary format or cloud platform;
- Open Storage – Once files are migrated to a SharePoint Database the NTFS Metadata is lost and they are stored in a proprietary format. What happens if the organization wishes to move to another vendor , Azure Storage or back to SMB file shares?
- File Locking – Databases, Engineering CAD files and Accounting applications are designed to run locally at Gigabit speeds and have the ability to lock files in a multi-user network environment. These types of files cannot be stored or accessed using SharePoint.
- Archiving – Traditional file shares can be easily encrypted and stored offsite indefinitely, then easily restored at any time in the future regardless of any technology changes. With SharePoint, entire systems must be restored, or with SharePoint Online additional archiving services must be purchased and paid for perpetually which store SharePoint into long-term archives leading to additional support and subscription costs.
Bottom line – SharePoint is not a file server, it’s a collaboration portal. Microsoft has a great support article here on this topic and they recently released updates for Azure File Shares at the 2019 Ignite Conference (see our earlier blog article here) which makes it clear Microsoft will be supporting File Servers for many years into the future.
With MyWorkDrive our customers get the best of both worlds, local file access and secure remote access with cloud features – learn more..
Sign-up for a 15 Day Free Trial
March MyWorkDrive Newsletter 2023
Migrate to the Cloud with MyWorkDrive
Moving to the Cloud? Think MyWorkDrive First.
MyWorkDrive is a core component of many Cloud First or Cloud Migration strategies, owing to map drive functionality in the Windows/macOS Clients which uses HTTPS and doesn’t require insecure ports like 445 or complicated VPN connections; coupled with flexible storage sources like SMB/Windows Shares, non-windows CIFS shares, Azure File Shares with SMB, and now OneDrive and SharePoint with version 6.4 (currently in Preview). Users who’s file shares have been migrated to the cloud can still have their same share paths, without having any on-premise file servers.
MyWorkDrive Cloud Based File Server Benefits
- Keep the same user experience with no training needed
- No vendor Lock-in with storage that you control
- Simple, Easy Setup with No Migration
- No hardware to maintain on-premises
- Unlimited Capacity and no file count limits
- Reduce cost compared to cloud only services
- Maintain Data Privacy, Control of files and storage location
Many new customers come to MyWorkDrive at the point they migrate to the cloud, discovering SMB ports blocked by their ISP, file limits, syncing issues or struggling under the user requests related to failed VPN connections. The deployment options for MyWorkDrive are flexible, to suit your organization’s preferences for scale, redundancy and reliably.
MyWorkDrive can work with any SMB file storage
- File shares on VMs
- Azure file shares
- Azure NetApp Files
- Amazon FSX
- Network Attached Storage
MyWorkDrive now also connects to OneDrive and SharePoint Sites, folders, and Libraries in version 6.4 (currently in preview).
Active Directory
MyWorkDrive authenticates users using Active Directory (Active Directory Domain Services). What is commonly thought of as “on prem active directory”, this is also easy to run in the cloud.
- It could be Domain Controllers moved to the cloud as VMs.
- It could be a read only domain controller sync’d from On Prem via VPN
- Or it could be Azure AD Domain Services (“Hosted Active Directory”) from Microsoft or Directory Services from AWS.
A sample configuration in Azure might include
- Azure File Shares (Premium for daily work loads, Standard for archival data) with SMB Multi-Channel enabled
- Azure AD Domain Services hosted AD
- Domain Joined Windows Server with MyWorkDrive with Accelerated Networking enabled.
View SMB and OneDrive/SharePoint files in one interface
When clients initially size their file shares, they often include the user’s home folders that they’re migrating in their size estimates. Often, users with Microsoft or Office 365 licenses will have OneDrive storage included with their license, and user folders can be migrated to OneDrive, cutting back on enterprise storage needs.
With 6.4, those home folders and SharePoint sites can be mapped through MyWorkDrive, eliminating the need to deploy the OneDrive sync client, or retrain users – since the drive letter can still be “U:” for their user data, but now pointed to OneDrive instead of an SMB Path (or “h” or “j” or whatever letter is being used).
What’s coming next
MyWorkDrive was founded around the core value that organizations should have the option to retain ownership and control of their files – wherever they are stored. With that in mind, our future road map items include:
- Broader support for file storage beyond SMB. You already see that with our introduction of OneDrive/SharePoint.
- Azure File Shares and Azure Blob Storage via API Key with the possibility of other API Key integrations such as Amazon S3, Cloudflare R2, Google Cloud Storage, Back Blaze, etc.
- AzureAD SSO for user validation without Active Directory Domain Services
In the future look for support for other SSOs and directory-less alternatives as likely possibilities.
Looking to migrates files or services to the cloud? Learn more..
February MyWorkDrive Newsletter 2023
Introduction to Web Storage Server Solutions
With enterprise, businesses and government employees working remotely, reliable and secure web based file access is critical. This is where web storage server solutions come into play. With a web storage server solution, you can store, manage, and share your data securely using a secure web browser.. In this article, we will take a closer look at the benefits and features of web storage a server solutions and how implementing them can improve employee productivity and file security. Learn more..
MyWorkDrive Version 6.4 Released to Preview
We are excited to announce the Preview Release of MyWorkDrive Server 6.4 with support for OneDrive and SharePoint Storage and Public file and folder sharing. Version 6.4 preview also includes additional improvements and bug fixes. MyWorkDrive Server Version 6.4 is a major update in preview. Customers are advised to test version 6.4 in a separate or standalone environment.
OneDrive/SharePoint Storage
SharePoint and OneDrive are collaboration and document management platforms by Microsoft which can now be integrated with MyWorkDrive for file access and storage services. By enabling OneDrive and SharePoint Storage in MyWorkDrive, customers can now access OneDrive and SharePoint files side by side with standard SMB File Shares. OneDrive/SharePoint File Share Access allows MyWorkDrive Servers to connect to OneDrive and SharePoint Sites and make them available to clients via the MyWorkDrive Web Browser, Desktop as a Mapped Drive and Mobile Clients. In addition to accessing, saving and updating files, OneDrive/SharePoint in MyWorkDrive supports external public file sharing. Support Articles: SharePoint OneDrive
Public Sharing
Starting with version 6.4, With Public Sharing in MyWorkDrive you can securely collaborate with people outside your organization such as your business partners, vendors, clients, or customers — without the recipient needing a MyWorkDrive account. You can share files or folders with them by creating a link that you can send via email or other methods. You can also control who can view or edit your files and set expiration date and password for your link. Public Share links can be created from the Web, Windows and macOS clients, with a public link management tool for users included in the Web client. Support Article
New Consolidated Integrations Tab
We moved all 3rd party integrations to their own tab in the Server Admin Panel called Integrations. This simplifies and enhances support and availability of 3rd party services and storage providers. Support Article
Cloudflare File Size Limits Removed
We removed the file size limits for MyWorkDrive sites utilizing our Cloudflare hosts under MyWorkDrive.net reverse proxy. MyWorkDrive can be easily integrated with Cloudflare® Tunnel services to automatically provide a secure web address without exposing the MyWorkDrive server to the internet or provisioning security appliances.
Get the full details and downloads on our 6.4 Preview Server Launch Page
MyWorkDrive 6.4 Preview Webinar Registration
On Thursday March 16th, 2023, 9:00 AM PST (12:00 PM EDT, 5:00 PM UTC) we will demonstrate new the features and enhancements in MyWorkDrive version 6.4 currently in preview. Complete the form below to register.
Features Covered:
- OneDrive/SharePoint Storage
- Public Sharing
- New Consolidated Integrations Tab
- Mapped Drive Client Updates
- Mobile Client Updates
Join us: Thursday March 16th, 2023
Start Time: 09:00 AM PST, (12:00 PM EDT, 5:00 PM UTC)
Web Storage Server Solutions
Complete Guide to Web Storage Server Solutions: Features, Benefits, and Best Services
With the increase in remote work, having a reliable and secure web-based file access system is more crucial than ever. This guide explores web storage server solutions that enable you to store, manage, and securely share your data through a web browser. Discover how these solutions enhance employee productivity and ensure robust file security.
Exploring Web Storage Server Solutions: Definition and Advantages
A web storage server solution, often available as a cloud service, offers a secure and dependable way to store, manage, and share data globally. Unlike traditional on-premise storage solutions, these cloud-based servers do not require physical hardware on-site, offering a cost-effective and scalable option.
Key Benefits of Using a Web Storage Server
- Cost-Effective: Eliminates hardware and maintenance costs, making it more affordable than conventional data storage options.
- Scalable: Adjust your storage capacity as needed, easily scaling up or down depending on your requirements.
- Accessible from Anywhere: Access your data globally with just an internet connection, ideal for remote workers and frequent travelers.
- Secure: Implements robust encryption and security measures to protect your data from unauthorized access.
- Easy to Use: Designed for simplicity, allowing even non-technical users to efficiently manage and share data without needing client software or extensive training.
Essential Features of Web Storage Server Solutions
- Data Backup and Recovery: Ensures your data is safe in case of disasters like hardware failures or data breaches, while avoiding vendor lock-in.
- Data Sharing and Collaboration: Facilitates easy sharing and collaborative efforts, securing your data across various teams.
- Integration with Other Tools: Supports seamless integration with existing project management and productivity tools.
- Data Security: Provides top-tier security features including encryption and access controls.
- User-Friendly Interface: Offers an intuitive interface that is easy to navigate.
- Compliance and Data Sovereignty: Meets legal and regulatory requirements, potentially using private cloud solutions for enhanced control.
Top Web-Based Cloud Storage Services
The best web storage solutions can be self-hosted on-premise or in the cloud, or completely outsourced to a cloud storage provider for smaller businesses. ZDNet highlights top-rated services like Google Drive, Dropbox, and OneDrive, alongside emerging fully cloud-hosted storage providers.
Web storage server solutions provide a cost-effective, scalable, and secure way to manage and share your data. Whether you’re a small business owner, individual, or part of a larger organization, these solutions can help you effectively store and handle your information. For larger enterprises, government entities, and regulated industries, consider self-hosted secure file sharing service options for reduced costs and minimized risk.
Ready to Enhance Your Data Management? Explore our range of web storage server solutions today and discover how you can improve your data security and accessibility!
Enterprise File Sharing
Enterprise file sharing is a critical component of any successful organization. Without it, teams and departments would be unable to collaborate, share information, and access essential documents from anywhere in the world. But what exactly is enterprise file sharing and why is it so important? In this comprehensive guide, we’ll explain what enterprise file sharing is, discuss the benefits of using it, and provide tips on how to get started.
What is Enterprise File Sharing?
Enterprise file sharing is the process of securely sharing files and documents with other members of an organization. It allows different departments to collaborate on projects, exchange ideas, and access documents from any location. It can be done internally, through an organization’s private network, or externally, through a cloud-based platform.
Benefits of Enterprise File Sharing
There are many benefits of enterprise file sharing, including:
- Increased productivity: By allowing teams to access documents from anywhere, enterprise file sharing increases employee productivity and collaboration.
- Reduced costs: By eliminating the need for physical storage, enterprise file sharing reduces the costs associated with maintaining file servers and other hardware.
- Improved security: Through the use of encryption, enterprise file sharing ensures that documents are kept secure and confidential.
- Mobility: With cloud-based enterprise file sharing, teams can access documents from anywhere in the world, enabling them to work more efficiently.
How to Get Started with Enterprise File Sharing
If you’re ready to get started with enterprise file sharing, there are a few steps you’ll need to take:
- Choose a platform: To begin, you’ll need to choose an enterprise file sharing platform. Do your research to find one that meets your organization’s needs.
- Set up accounts: Once you’ve chosen a platform, you’ll need to create accounts for all of your organization’s members.
- Upload files: Once the accounts are set up, it’s time to start uploading files to the platform.
- Set permissions: Before anyone can access files, you’ll need to set up permissions to ensure that only authorized users can view and edit documents.
- Monitor usage: To ensure that your organization’s data is secure, you should regularly monitor usage and activity.
As you can see, enterprise file sharing is an incredibly useful tool for any organization. By following the steps outlined above, you can easily get started with enterprise file sharing and reap the many benefits it has to offer.
