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Mariusz, Gorzoch tech Blog

SharePoint vs File share

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I’ve seen today great session around “Complete Enterprise Content Managment in Microsoft SharePoint 2010” and one quite interesting subject was around SharePoint vs File share and when to go for one of those. Here are some summary from out the guidance slide:

Use SharePoint when:

  • You need version tracking
  • There is a need for collaboration
  • You need flexible security model
  • All users have access to SharePoint
  • You need to describe the file using metadata
  • You have compliance requirements that can’t be met with file shares
  • File sizes are smaller then 75Mb

From above I would say that key points are “needs for versioning” and “needs for describing files with metadata”. In my experiences those two were the ones with help me to answer a question if migrating current “Files shares” to SharePoint is right choice. If business need to version document then SharePoint is a great answer as this saves users from changing names of the files each time they change something and prevents from two people to work on the some document at the some time.

Use a File Share when:

  • File sizes are more then 75Mb
  • You need a rigid security model
  • The File have a client-server usage profile
  • Files are archive, data dumps or backups or do not change much (option here is to go for RBS)
  • Files need to be locally available

In my experience I would say that we should go for File shares in case we can not (or shouldn’t go for SharePoint). In addition from the above list I would pick up “needs to for client-server usage” (in that case this could requires rewriting some soft to use SharePoint storage), “need to keep archive, backup files…”. Size of the file should also be taken into consideration as quite big files can quite quickly kill SharePoint storage/DB.

I really encourage you to watch this entire session as there was more pros and cons described when deploying SharePoint into organization.

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Written by Mariusz Gorzoch

24 August 2011 at 11:40

Posted in SharePoint

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