SharePoint Online Basics: Keeping Your Business’s Data Safe
A quick lesson and things you need to know
For small business owners, keeping important documents and data safe is crucial. Imagine if there was a fire, theft, or another disaster at your office—would your business be able to recover quickly? That’s where SharePoint Online can make a real difference. It’s a tool that not only helps your team stay organised but also keeps your data secure, even if the worst happens.
What Is SharePoint Online?
SharePoint Online is a cloud-based service from Microsoft that stores your documents and information securely online. Think of it as a digital filing cabinet that you and your team can access from anywhere. It’s part of Microsoft 365, so it works alongside familiar tools like Outlook and Word. But the real benefit? Your data is stored safely off-site, in the cloud, meaning it’s protected from physical risks like fire or theft.
Why Is Data Security So Important?
As a small business owner, you probably have important documents—contracts, invoices, customer details—that are vital to running your business. If these are only stored on your office computers or local hard drives, they’re vulnerable. Whether it’s a fire, theft, or a hardware failure, losing that data could be devastating.
With SharePoint Online, all your important files are backed up securely in the cloud. Even if your computers or servers are damaged or stolen, your data will still be safe and accessible. This is a huge relief for businesses, giving you peace of mind that no matter what happens, your information is protected.
How Can SharePoint Help Your Business?
- Safe and Secure Storage
SharePoint Online stores your files in a secure cloud, so you don’t have to worry about keeping them on-site. Even if your physical office is affected by fire or theft, your data remains safe and accessible. - Access from Anywhere
Whether you’re in the office, working from home, or out on a job, you can access your business documents from anywhere with an internet connection. This flexibility makes it easy to keep working, even in unexpected situations. - Protection from Disasters
In case of a disaster, whether it’s a natural event or a break-in, SharePoint gives you the ability to restore your files quickly and easily. This ensures that your business can recover faster without losing critical information. - Control and Security
With SharePoint, you decide who can access which documents. This gives you total control over your data, ensuring sensitive information remains confidential while still being easy to share with your team.
Real-World Example: How SharePoint Could Save Your Business
Let’s say you run a caravan rental business, and all your customer bookings, contracts, and maintenance schedules are saved on your office computers. Now, imagine those computers were stolen or destroyed in a fire. Without a backup system, you could lose all that important data.
By using SharePoint Online, all those documents would be securely stored in the cloud, away from any physical threats. Even if your office equipment is lost, you can still access all your files from a different device, ensuring your business continues to run smoothly.
How System Plus Can Help
If you’re unsure how to protect your data, System Plus can help you get started with SharePoint Online. We work with small businesses in East Yorkshire to provide real-world solutions for data security, ensuring your vital information stays safe, no matter what. We’ll guide you through the setup process and show you how easy it is to keep your business protected.