I'm running a small IT consultancy that juggles multiple projects simultaneously. For each project, we need to set up a dedicated file storage area quickly, control access so only team members can view or edit the files, archive the data once the project is completed, and automatically delete old archived data after a certain number of years. Previously, I used simple scripts for creating folders and AD groups, then archiving and deleting data, which worked well with on-premise setups. However, since we've moved primarily to the cloud and are predominantly using Microsoft solutions, I'm finding it tough to manage. SharePoint and OneDrive get complicated because of the automatic creation of Office 365 groups, and it risks confusing the users. We also utilize SFTPGo for secure file sharing with clients, and I run NextCloud myself. I'm curious if anyone has found a streamlined approach to this issue that effectively handles access control and lifecycle management while keeping everything user-friendly. Any insights or strategies would be greatly appreciated!
5 Answers
I find it funny that you run an IT consultancy yet seem to be looking for free consulting advice here... just saying!
Years back, I handled something similar using MS Teams. It works seamlessly with SharePoint for file storage, allows easy user management, and integrates communication tools, even for external partners. The only downside I faced was the difficulty in assigning tasks in private channels, but they might have resolved that by now. Plus, you can save project templates to speed up future setups!
I think SharePoint could actually work well for your needs, as long as you configure it properly. You can set up sites without creating M365 groups, so don't let that worry hold you back. It really aligns with what you’re trying to do!
Using MS Teams was a game-changer for me. I created a Team for each project, which automatically set up a SharePoint site. You can really customize Teams with additional functionalities. And remember, you can back it up with your M365 site!
Just a heads-up though: restoring data can be tricky. A lot of backup solutions, like Veeam, have limitations regarding Teams and SharePoint.
This might not be what everyone wants to hear, but I believe Teams is really useful here. You can set up a new team, add the project members (even external ones), and enjoy built-in chat and task planning features. You can also set up an archiving policy to handle inactive chats or files automatically. A solid naming convention from the start can also make things much smoother down the line. We used this method at a school I used to work at, creating a new team each year with a little PowerShell magic for setup.
Totally agree! Despite my dislike for SharePoint, it really is built for these scenarios.