Question:

How common are file shares and Sharepoint among IT professionals? What are the advantages and disadvantages of each method in terms of security, performance, and usability? What are the best practices for managing shared files in the current environment?

Answer:

File sharing is a common practice among IT professionals, as it allows them to access, store, and collaborate on files across different devices and networks. However, there are different methods of file sharing, each with its own benefits and drawbacks. Two of the most popular methods are file shares and Sharepoint.

File shares are folders or drives that are shared over a network, either locally or remotely. They can be accessed by multiple users, who can read, write, or modify the files depending on the permissions granted by the owner. File shares are easy to set up and use, as they do not require any additional software or infrastructure. However, file shares also have some disadvantages, such as:

• Security issues: File shares are vulnerable to unauthorized access, data breaches, malware infections, and ransomware attacks. Users may not have adequate passwords, encryption, or backups to protect their files. Moreover, file shares may not comply with the data privacy and security regulations of different countries or organizations.
• Performance issues: File shares may suffer from slow speed, high latency, and low reliability, especially when accessed over the internet or from different locations. Users may experience delays, errors, or failures when trying to open, save, or sync their files. Additionally, file shares may consume a lot of bandwidth, storage, and CPU resources, affecting the performance of other applications and devices.
• Usability issues: File shares may not offer a user-friendly interface, a rich set of features, or a seamless integration with other tools and platforms. Users may have difficulty finding, organizing, or managing their files, as well as collaborating with other users. Furthermore, file shares may not support version control, file locking, or file recovery, leading to data loss, duplication, or conflicts.

Sharepoint is a web-based platform that provides a range of services and solutions for file sharing and collaboration. It is part of the Microsoft 365 suite, which also includes other applications such as Word, Excel, PowerPoint, Teams, and OneDrive. Sharepoint allows users to create, store, and access files on the cloud, as well as to create websites, workflows, and applications. Sharepoint has some advantages over file shares, such as:

• Security benefits: Sharepoint offers a high level of security and compliance for file sharing, as it uses encryption, authentication, authorization, auditing, and backup mechanisms. Users can control who can access, edit, or share their files, as well as set expiration dates, passwords, or alerts. Moreover, Sharepoint complies with the data privacy and security standards of different countries and organizations, such as GDPR, HIPAA, and ISO.
• Performance benefits: Sharepoint delivers a fast, stable, and scalable file sharing experience, as it uses the cloud infrastructure and technology of Microsoft. Users can access, sync, and work on their files from anywhere, anytime, and from any device, without compromising the speed, quality, or availability of their files. Additionally, Sharepoint optimizes the bandwidth, storage, and CPU usage, enhancing the performance of other applications and devices.
• Usability benefits: Sharepoint provides a user-friendly interface, a rich set of features, and a seamless integration with other tools and platforms. Users can easily find, organize, and manage their files, as well as collaborate with other users. Furthermore, Sharepoint supports version control, file locking, file recovery, co-authoring, commenting, and sharing, improving the productivity and efficiency of file sharing.

However, Sharepoint also has some disadvantages, such as:

• Cost issues: Sharepoint requires a subscription fee, which may vary depending on the plan, the number of users, and the amount of storage. Users may also need to pay for additional services, such as custom development, migration, or support. Moreover, Sharepoint may incur hidden costs, such as training, maintenance, or updates.
• Complexity issues: Sharepoint may be difficult to set up, use, or maintain, as it involves a lot of configuration, customization, and administration. Users may need to have technical skills, knowledge, or assistance to use Sharepoint effectively. Additionally, Sharepoint may have compatibility issues, bugs, or errors, affecting the functionality or usability of file sharing.

The

best practices for managing shared files in the current environment depend on the needs, preferences, and resources of each user and organization. However, some general guidelines are: