As an IT consultancy, we're juggling multiple projects and need an efficient way to manage file storage for each one. Specifically, we want a system where we can quickly set up file storage areas, control access to ensure only project staff can view or edit files, archive data once projects are completed, and have automatic deletion of archived data after a set number of years. Previously, I relied on scripts to create folders and AD groups, as well as to archive and delete data, but now we're fully cloud-based with no on-prem servers. We primarily use Microsoft tools, but I'm finding SharePoint and OneDrive confusing, particularly with the number of Office 365 groups that get created. Additionally, we utilize SFTPGo for external client sharing and I operate NextCloud. I'm curious if anyone has found a more streamlined approach that addresses access control, lifecycle management, and is user-friendly. Any insights would be greatly appreciated!
5 Answers
Using MS Teams could be very beneficial here! You can easily set up a new team for each project and manage access for project members and external users. It also has built-in chat for easy communication with customers and you can use tools like Planner for task management. Setting a good naming convention from the start can really help with organization down the line.
I had a similar setup a while back, and I used MS Teams as my main hub, which uses SharePoint for file storage. It simplifies user management, even allowing for external partners. One downside is that assigning tasks in a private channel was tricky, but it might be improved now. A plus is that you can save the setup as a template for new projects, which saves a ton of time.
SharePoint might actually serve your needs well with the right configuration. You can set up sites without automatically creating M365 groups, so don't let that aspect hold you back. It’s designed to handle file management scenarios like this really well.
Lol, I find it ironic that you're asking for free advice while running a consultancy. Just remember to keep an open mind and consider the user experience as you're setting this up!
While I think Teams could work, I have concerns about backup and restoration options for both Teams and SharePoint data. It seems like there are limitations, particularly with Veeam. Make sure to test backup plans before fully committing.
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