SharePoint vs Onsite Data Storage: Key Differences and Why Cloud is Safer for Your Business
n today’s fast-moving business world, data is the backbone of every organisation. Whether it’s client information, project files, or critical business documents, your data needs to be stored safely and accessed easily. Traditionally, businesses stored their data onsite—on servers located in the office. However, onsite storage comes with several risks and limitations that can put your business at risk.
This is where SharePoint comes in. As a cloud-based storage solution, SharePoint not only increases security but also boosts productivity through its powerful sharing and collaboration features. If you’re considering a move to SharePoint and are unsure how it compares to onsite data storage, this post will help you understand the key differences.

The Dangers of Onsite Data Storage
Storing your business data onsite—whether it’s on a local server or desktop hard drives—comes with a range of risks that can threaten your business continuity. Here are some of the common dangers of relying on onsite data storage:
- Fire: An unexpected fire can destroy your servers and lead to the total loss of all your critical business data.
- Theft: Physical data theft is a real concern, especially for businesses that don’t have stringent physical security measures in place.
- Acts of God: Natural disasters like floods, earthquakes, or severe storms can wipe out your office, leaving your data unrecoverable.
- Hardware Failure: Hard drives and servers have a limited lifespan. Hardware failure can result in the loss of valuable data.
- Limited Accessibility: Onsite data can only be accessed when you are physically in the office or connected through complex VPNs.
These dangers not only lead to costly downtime but can also result in the permanent loss of valuable data, putting your business at risk.
How SharePoint Addresses These Risks
SharePoint is a cloud-based storage platform designed to address the limitations of onsite storage and offer enhanced security, flexibility, and productivity. Here’s how SharePoint can protect your data and improve your business processes:
1. Increased Security and Data Protection
One of the key benefits of moving to SharePoint is the enhanced security features that cloud storage offers:
- Offsite Storage: With SharePoint, your data is stored securely in the cloud, protecting it from physical threats like fire, theft, or natural disasters.
- Automatic Backups: SharePoint regularly backs up your data to ensure that even if a disruption occurs, your information is safe and easily recoverable.
- Access Control: You can control who accesses your data, with advanced permission settings to restrict unauthorised users.
- Encryption: SharePoint uses high-level encryption to protect your data both while it’s being stored and when it’s being transferred.
2. Increased Productivity Through Collaboration
SharePoint’s sharing and collaboration features allow your team to work more efficiently, no matter where they are. Here’s how:
- Real-Time Collaboration: Multiple users can work on the same document simultaneously, making changes and updates in real-time without having to send multiple email attachments back and forth.
- Easy Sharing: Sharing files is simple and secure. You can send a link to colleagues, clients, or partners and control who can view or edit the file.
- Mobile Access: With SharePoint, your team can access files from any device—whether they’re in the office, working remotely, or on the go. This increases flexibility and allows work to continue smoothly, regardless of location.
- Integration with Microsoft 365: SharePoint seamlessly integrates with tools like Microsoft Teams, OneDrive, and Outlook, creating a unified platform for communication and collaboration.
3. Scalability and Flexibility
Unlike onsite servers, which have physical limitations, SharePoint grows with your business:
- Unlimited Storage Options: You don’t have to worry about running out of space. SharePoint offers scalable storage plans that can expand based on your needs.
- Cost-Effective: You only pay for the storage you need, and there’s no need to invest in expensive hardware or infrastructure.
Why Choose SharePoint Over Onsite Data Storage?

If you’re still on the fence about moving from onsite data storage to a cloud-based solution like SharePoint, here’s a quick breakdown of why SharePoint is the smarter choice for your business:
- Improved Security: Cloud storage significantly reduces the risk of losing your data due to physical threats.
- Increased Productivity: SharePoint’s collaboration tools allow your team to work together efficiently from anywhere in the world.
- Reduced Downtime: Automatic backups and offsite storage mean that your business can recover quickly from unexpected events.
- Cost Savings: No need to buy and maintain costly physical servers. SharePoint provides flexible pricing options that grow with your business.
Conclusion: Make the Move to SharePoint Today
The risks of keeping your data onsite are simply too high in today’s business environment. By moving your business data to SharePoint, you can protect your critical files from potential disasters while also improving team collaboration and flexibility. At System Plus, we can help you implement SharePoint for your business, ensuring a smooth transition and providing ongoing support.
Contact us today to discuss how we can help protect your data and boost your productivity with SharePoint.