Which collaboration tool fits your needs? ‘SharePoint’ or ‘Box’?


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It wasn’t too long ago when the ‘Cloud’ was just an area of uncharted territory to the general public just as Facebook once was to the Baby Boomer generation. But now, you can’t go anywhere without someone mentioning the all mighty Cloud in the conversation. We know how helpful the Cloud can be for all of its benefits concerning on demand access to a multitude of resources and documents. The Cloud is more than just a trendy buzzword these days as it proves to free up more physical storage space along with becoming a more efficient and cost effective move for both business and personal use.

It’s becoming more apparent that Cloud computing has become the norm when it comes to business collaboration. SharePoint and Box are both content management services that have been used and discussed around the HSC community for collaborating on special projects. The biggest issue is just determining whether SharePoint or Box’s personalized services is best suited for you and your project collaborators. The objective of this article isn’t necessarily to praise one application over another as this is simply an apples to oranges comparison. This article is to simply let you and your collaboration team decide what works best for you as SharePoint and Box have different target audiences.

 

SharePoint

SharePoint has all the experience and advantage of being part of the Microsoft family so we already know that it’s pretty reliable. Using SharePoint is suggested for all things internal if you’re working within the HSC Community. There is no need to set specific user permissions if your collaborators are already setup with an HSC account on SharePoint. One of the biggest advantages of SharePoint is that it’s integrated with the entire Microsoft Office Suite which also includes InfoPath. SharePoint also is a great in concocting workflows and documentations in one central hub for the entire team to edit and view. As far as document sharing goes, SharePoint utilizes SkyDrive Pro and can be all stored in the big fluffy Cloud or in-house . What sets SharePoint from Box is that it’s ideal for much larger internal groups. Chances are that larger corporate companies will use SharePoint for in-house collaboration on their very own servers. The Microsoft name and brand should sell itself as SharePoint provides an overwhelming amount of features, options, and solutions for internal business collaboration. They might as well throw the kitchen sink in there too.

 

Ideal for…

  • Internal team projects
  • Microsoft Office integration
  • Business Analysis features and tools
  • Customized Intranet Organization and Communication

 

Box

 

If you’re looking for something a bit more intuitive and simplistic, then Box, more specifically Box Enterprise, is right up your alley. Box is suggested for all things external if you’re working with outside and 3rd party sources such as doctors or researchers. You don’t have the inconvenience of going through any SharePoint administrative settings if the outside party doesn’t have a USF Health account. The project ‘owner’ can set permissions on collaborators’ levels of access to either edit, preview, upload, or adding them as a ‘co-owner’.  Box is also suggested for personal storage in the Cloud, so that your files are not trapped on your PC at work should you need to access them.  If you’re worried about security over the Cloud, Box enables visibility over all user activity, offers audit trails, and allows you to set expiration times for files. But perhaps Box’s biggest advantage is its flexibility to access files almost anywhere and everywhere with its mobile application and its client for Mac, Android, and iOS. You’ll have the convenience of working on the run with your collaboration group as long as there’s internet access through a smartphone, tablet, laptop, or desktop.

 

Features include…

  • Sync Client to the Cloud
  • Efficient collaboration solution with outside parties
  • Max file size upload up to 5GB
  • Instant access to files on the go