Still Using a File Server? Why It’s Time to Move to Sharepoint
If your business is still using an internal file server to store and manage documents, it may be time to consider a smarter, more flexible solution like SharePoint Online. As a trusted IT partner for Toronto-based businesses, we’ve helped many companies make this transition smoothly, and the benefits are clear: better access, stronger security, easier collaboration, and lower long-term costs.
In this blog, we’ll explain why migrating from a file server to SharePoint is a smart move, what to consider before you start, and how we can help make it a success.
What’s Wrong with Traditional File Servers?
While internal servers were once the standard for document storage, they’ve become increasingly limiting in today’s work environment.
Here are a few common complaints we hear from Toronto businesses:
- “We can’t access files when we’re working remotely.”
- “Our folder structure is a mess. Nobody can find anything.”
- “IT is always dealing with server problems or permissions issues.”
- “We’re worried about backups and ransomware.”
Sound familiar?
These issues aren’t just frustrating—they’re a sign that your system may be holding your team back.
Why Move to SharePoint?
SharePoint is Microsoft’s cloud-based document management and collaboration platform. It’s built into Microsoft 365 and integrates with tools your team is already using, like Teams, Outlook, and OneDrive. But beyond convenience, SharePoint offers major advantages for growing businesses.
1. Access Anywhere, Anytime
Employees can securely access files from anywhere, whether they’re in the office, working from home, or on the road. All they need is a secure login and an internet connection.
2. Real-Time Collaboration
No more emailing files back and forth or dealing with conflicting versions. With SharePoint, multiple team members can work on the same document at the same time.
3. Advanced Search and Organization
Stop wasting time digging through folders. SharePoint lets you tag files with metadata, sort by filters, and use powerful search tools to find exactly what you need.
4. Stronger Security and Compliance
Protect your business data with built-in Microsoft 365 security features like:
- Role-based access controls
- Multi-factor authentication
- Data Loss Prevention (DLP)
- Canadian data residency options for compliance
For regulated industries in the Greater Toronto Area (GTA), this level of control is a must-have.
5. Lower IT Costs
With SharePoint, you don’t need to worry about server upgrades, hardware failures, or software licensing. Microsoft handles the infrastructure so your IT team can focus on strategic work instead of maintenance.
Common Questions from Businesses
Q: Can I just move everything from our file server directly into SharePoint?
Technically, yes, but it’s not the best approach. A direct “lift and shift” often leads to messy folder structures and low adoption. We recommend using migration as a chance to clean up, reorganize, and modernize your file system.
Q: How long does a SharePoint migration take?
It depends on the size of your data and how complex your current structure is. For most small to mid-sized businesses in Toronto, a well-managed migration takes between 2–6 weeks.
Q: What about training my staff?
Training is key to adoption. We offer training sessions and user guides to help your team feel confident using SharePoint from day one.
Q: Is SharePoint a good fit for remote or hybrid teams?
Absolutely. SharePoint is built for cloud collaboration and pairs perfectly with Microsoft Teams, which makes it ideal for hybrid workplaces.
Q: Is SharePoint secure enough for sensitive documents?
Yes. SharePoint Online is part of the Microsoft 365 ecosystem and benefits from enterprise-grade security features. You can set granular access permissions, enable multi-factor authentication, apply encryption, and monitor user activity through Microsoft Purview. For industries like finance, healthcare, and law, we help customize compliance settings to meet your regulatory requirements.
Q: Will we lose our existing file structure and permissions during migration?
Not if it’s done properly. During planning, we map out your existing permissions and recommend improvements where needed. If keeping the folder structure is important to your team’s workflow, we can mirror it or redesign it for better efficiency.
Q: What happens if internet goes down – will we lose access?
While SharePoint is cloud-based, users can sync libraries for offline access using OneDrive for Business. Once the connection is restored, changes automatically sync back to the cloud.
File Server vs. SharePoint: A Quick Comparison
| Feature | Internal File Server | SharePoint Online |
|---|---|---|
| Access | Onsite only | Remote and mobile |
| Collaboration | Manual (email or shared drives) | Real-time, co-authoring |
| Backups | Manual or third-party | Cloud-native redundancy |
| Permissions | IT-managed only | Granular, role-based |
| Cost | Hardware, software, IT labour | Subscription model |
| Scalability | Limited | Grows with your business |
How Connectability Helps Businesses in Toronto Migrate to SharePoint
Migrating to SharePoint isn’t just a technical project, it’s a business digital transformation. At Connectability, we offer:
- Migration planning and data audit
- File restructuring and cleanup
- Security and compliance configuration
- Employee training and support
- Ongoing SharePoint management and optimization
Whether you’re located in downtown Toronto, North York, Mississauga, Vaughan, or elsewhere in the GTA, we’ll tailor the migration to your specific needs, industry, and existing infrastructure.
Ready to Modernize Your File Storage?
If you’re considering moving away from your internal file server, SharePoint offers a secure, scalable, and future-proof alternative.
Book a free discovery call with our team today to explore whether SharePoint is the right fit for your business and how we can help you get there without disruption.
