community it june 2016 webinar - dropbox and other alternatives

Dropbox and Other Alternatives to SharePoint

Community IT Innovators Webinar Series

June 16, 2016

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Johanny TorricoVice President – Operationsjtorrico@communityIT.com

Steve LongeneckerDirector – Infrastructure Consultingslongenecker@communityIT.com

AgendaWhen Is SharePoint not a good fit?

Cloud-based document management differentiators

Reviewing some SharePoint alternatives

When is SharePoint not a good fit?

Why move to the cloud?– Business continuity– Remote Access– Richer feature set than file

server

Downsides of SharePoint– Focused on Microsoft Office and is best when part

of larger Office 365 ecosystem.– Are all those features really needed?– It’s complicated.– Browser and metadata makes new paradigm.– Price consideration if you aren’t a qualified NP

Differentiators

Differentiators: Security– Regulatory compliance – Private encryption keys– Logging/Auditing– DLP and DRM

Differentiators: Vendor Fitness

– SLA– Support Options– Long term prospects of vendor– Geo-Redundancy of data centers

Differentiators: Automation• Workflows

• Life-Cycle/Records Management

• Document Templates

Differentiators: Bells and Whistles• Co-authoring

• Searching

• Integration with other tools

• Online editing

Differentiators: Admin Control• Metadata Management

• Retention policies

• Reporting and Analytics

• Version control

• User management

Differentiators: Technical Limits• File Size Upload

• Number of items per library/folder

• Invalid characters in file names

• Synchronization vs. browser-based

• Tagging sophistication

Differentiators: Cost• Subscription Cost

• Migration Cost (financial)

• Migration Cost (time)

• Migration Cost (users)

SharePoint Alternatives

• A major player in the space

• Integrates with other solutions.

• Balance between simple user experience and organization’s management needs.

• Box University.

• Easy to deploy and for users to adopt

• Storage Sync service allows a simple hybrid approach

• Similarity to a basic file server is in our view becoming less a strength.

• Part of a larger Google ecosystem and Google way.

• There is an Office desktop suite plugin

• Google doesn’t seem to be investing in its product as much as other players in the space.

• Google’s approach is lightweight and often good enough.

• Comes from the world of consumer IT.

• The very best synchronization

• Local sync can lead to versioning issues.

• Dropbox continues to improve, recently introduced Project Infinite.

• Part of the Office 365 ecosystem

• Improved sync tool available for windows and mac

• Unlimited Storage

• Seamless integration with office suite

• External sharing available

• SharePoint Team Site

• Easy to deploy

• Permissions can be control

• Synching available in windows only

• Free with non-profit license

• Seamless integration with office suite

• External sharing available

A couple more notes:Classic document storage is becoming less important.

A Gartner assumption in their 2015 Magic Quadrant analysis of the EFSS space was that, “By 2018, less than 10% of today's stand-alone EFSS offerings will exist.”

Upcoming Webinar

Nonprofit IT DepartmentBest Practices

Thursday July 21st 4:00 – 5:00 PM ESTJohan Hammerstrom

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