Time to Ditch the F-Drive: Why Small Businesses Are Moving to SharePoint
As support for legacy systems like Windows 10 winds down, many small businesses are evaluating ways to modernize their IT infrastructure. One area that’s often overlooked—but critically important—is file storage and collaboration. If your company is still relying on an on-premise file server (like an F-drive or S-drive), now is the perfect time to consider migrating to SharePoint Online.
At Computer Network Solutions, we help Prescott-area businesses transition to smarter, more secure cloud solutions. Here's what you need to know about making the move to SharePoint.
The Problem With Traditional File Servers
Traditional file servers once revolutionized the workplace—but times have changed. These on-premise systems come with several challenges:
• Limited access: Files are only available on-site or via complex VPN setups.
• Version control issues: Multiple versions of a document can exist at once, causing confusion.
• Security risks: Lost laptops or data breaches can compromise sensitive files.
• Collaboration bottlenecks: Only one person can edit a file at a time without risk of overwriting work.
High maintenance: Hardware upkeep and backups require time, money, and expertise.
Why SharePoint Online is the Future
SharePoint Online, part of Microsoft 365, offers a modern cloud-based platform for storing, sharing, and collaborating on files. Here's how it helps:
Access Files Anytime, Anywhere
Employees can securely access documents from the office, home, or on the go—on any device. No VPN required.
Workflow and Power Automate
Moving your files to SharePoint isn’t just about better storage—it’s the gateway to true digital transformation. Once your documents live in SharePoint Online, you can start building powerful automations with Microsoft Power Automate. From simple workflows like document approvals and reminders to more complex, multi-step processes across departments, Power Automate connects your files to intelligent actions. Instead of chasing down signatures or manually routing tasks, SharePoint and Power Automate work together to streamline your operations, reduce errors, and free up your team to focus on what matters most.
Advanced Search Capabilities
Stop hunting for files. SharePoint’s powerful indexing lets users search by keyword, name, or metadata and pull results in seconds.
Real-Time Collaboration
Multiple users can co-edit documents simultaneously. Built-in version control retains past edits for easy reference.
Check-In/Check-Out Control
Prevent editing conflicts by letting users “check out” files while they’re working on them.
One Version, One Location
Forget scattered copies across inboxes and hard drives. SharePoint keeps a single version of each document in a central, secure place.
Permissions and Compliance
Assign user-level permissions, restrict access, and maintain regulatory compliance with ease. SharePoint even supports two-factor authentication and audit trails.
Easy Integration With Microsoft 365
SharePoint works seamlessly with Teams, Outlook, Word, Excel, and other Microsoft 365 tools your business already uses.
The Migration Process
Migrating to SharePoint doesn’t have to be complicated. Here's a high-level overview:
• Planning: Identify what content to migrate and how permissions will be handled.
• Assessment: Clean up existing data and address duplicates or outdated content.
• Provisioning: Set up users in Microsoft 365 and prepare your SharePoint environment.
• Pilot Migration: Test the process on a small scale to identify any issues.
• Full Migration & Training: Move everything over and train your team for success.
We recommend assigning content “moderators” for each library to ensure proper access control and oversight.
Choosing the Right Tools
Microsoft offers a free SharePoint Migration Tool (SPMT) for simple migrations. For more complex projects, third-party tools like ShareGate can streamline the process and reduce downtime. At Computer Network Solutions, we evaluate the best fit based on your specific needs.
Ready to Migrate?
Migrating to SharePoint Online means your team can work smarter, faster, and more securely. Let Computer Network Solutions guide your Prescott business through a smooth and successful transition.
Contact us today to learn how we can help you future-proof your file storage and collaboration systems.
Why Your Small Business Should Migrate From a File Server to SharePoint Online
Still relying on an outdated file server? Discover why migrating to SharePoint Online is a smart move for small businesses looking to improve access, collaboration, and security. This guide breaks down the key benefits and explains how to make the switch with minimal disruption.
