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File Server to SharePoint Migration – The Right Approach

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SharePoint Server, an advanced collaboration platform from Microsoft, has been received warmly by small, mid-sized, and organizations across the world. Organizations that have been using traditional File Servers are now using this new product for better collaboration and data sharing. It, being an intranet platform, can be accessed through the network of the organization. Its advanced collaboration features have made working together as a team more comfortable. But, still there is a confusion regarding whether SharePoint is meant to replace the traditional File Servers.

File Servers and SharePoint – An Unfair Comparison

Yes, it is unfair to compare File Servers with SharePoint! MS SharePoint offers unique collaboration and document sharing features that File Servers cannot provide. Before discussing them, let us understand the situations where File Servers are more suitable.

File Servers are less expensive compared to SharePoint
SharePoint is more expensive than File Servers. Apart from its hard ware, File Servers need server license and user wise client access license. But SharePoint needs additional licenses for SharePoint and SQL Server. So, organizations should have cost considerations in mind, while thinking of SharePoint deployment.

File Servers can store very large documents
Maximum file size supported in SharePoint is 2 GB (that too with additional configurations).  However, for smooth handling of the document in SharePoint, the recommended size is 50 – 300 MB only. So to store documents larger than 2GB, you essentially need File Servers.

SharePoint is not good at supporting databases
For various reasons, SharePoint is not a robust platform for storing databases. For this purpose, File Servers are recommended.

Archive files are not used in collaboration
Usually archive files are not required in any collaborative work. They need not be stored in SharePoint at all. You can store them in File Servers.

Difficulties in File Server to SharePoint migration
File Server to SharePoint migration requires effort, time, and resources. So, careful study and analysis is required before any migration attempt.

What does Microsoft SharePoint Offer?

MS SharePoint is a secure browser-based collaboration platform offered by Microsoft. It provides facilities for enterprise content management, business intelligence, document sharing, and business process management.
Though you cannot replace File Servers with SharePoint, SharePoint offers much more when it comes to collaboration. There are several organizational requirements that can be fulfilled only by SharePoint. A SharePoint deployment brings the following facilities to the organization:

 Centralized information storing, sharing and accessing
SharePoint allows sharing of stored documents with co-workers. Organization’s documents, files, and applications can be stored centrally (in SharePoint library) and can be accessed in the organization’s network through various devices. Mostly, MS Office documents and PDF files are stored in the library. As the documents are shared, users will not have to depend on emailing applications. The document library helps to reduce operational costs and to improve productivity.

Efficient document management
SharePoint offers document management and content management facilities. Documents created in or uploaded to a document library in a SharePoint site can be accessed, and modified by many users. The updates are available to all other users in real time. Check out, check in, versioning features of SharePoint combined with the tracking features can ensure very successful collaboration among many users.

Availability as on-premises deployment and cloud service
SharePoint Server can be deployed as on-premises facility on the organization’s infrastructure. Besides, SharePoint Online, which is a part of Office 365, is available as a subscription-based service.

Multiple functionalities 
Apart from content and document management facilities, SharePoint Server helps with enterprise search, business process management, business intelligence, news feeds, and personal sites.

Intranet, Extranet Portal, and Internet Sites
SharePoint allows you create extranet sites that are accessible to associates and partners of the organization who are outside the intranet. The publishing features of the SharePoint can be used to host websites over the internet, and to create web-part pages, wiki pages, and publishing pages.

So, when to think of using SharePoint?


You can think of using SharePoint when your organization requires:
  • an  efficient collaboration and document sharing platform
  • a sophisticated document management system
  • HTTP/HTTPS access to the documents and files

Ideally, it is better to move only the documents placed in the shared drives to the SharePoint. Also, it is highly recommended to use professional migration tools for an efficient File Server to SharePoint Migration such as LepideMigrator for Documents ( http://www.lepide.com/lepidemigratordocuments/ ).

Conclusion

Contrary to popular belief, SharePoint is not supposed to be a replacement for File Servers. Instead, SharePoint is a specialized platform for document sharing, collaborative working, and more. Here, we will take a look at how File Servers and SharePoint differ in meeting the key requirements of an organization.


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