File Storage Options – Or “Where are my documents?”
RC Willey offers several places to store files. While this gives our associates a lot of flexibility, it can sometimes be confusing. It is often hard to know where a file is, or where it needs to be for others to access it. Hopefully, this document will help you make sense of the options you have.
NOTE: For files that will be regularly accessed by multiple users, you NEED to use Sharepoint - The option highlighted in green below.
Location
Examples and Use Case
Pros
Cons
Local Disk
-
For example: “C Drive”, “My Documents”, “Desktop”
-
Use Case: Personal documents. Local access. No one else needs access
- Quick and Easy
- Backed up on-site
- Access through Windows File Explorer
- Default save location in Windows
- No one else can access
- No collaboration
- Only accessible from RC Willey Computers and Networks
- If a user leaves, no one has access.
- Individual ownership.
File Server
-
For example: “Accessory Assortment Share”, “Delivered Sales”, the V: drive, \\51-svr-files.
-
Use Case: “Team” files others need to access, or those used by a department.
- Quick and Easy
- Backed up on-site
- Access through Windows File Explorer
- Organizational ownership
- IT Sharing
- Only one user at a time can work on a file.
- Only accessible to users with a PC and Office desktop software.
- Only accessible from RC Willey Computers and Networks
- Changing access rights requires IT help.
Personal OneDrive
(Local Disk in the “cloud”)
-
For example: Office.com, Documents created in Office Apps online
-
Use Case: Personal files accessible from anywhere. Limited sharing.
- User Sharing (RC Willey)
- Quick and Easy (using online Apps)
- Accessible from any device (PC or mobile)
- Multiuser collaboration
- Version history
- Desktop software or online App access
- Securely backed up in the “cloud”
- Individual ownership
- Files are in the “cloud”
- Web interface only**
- If a user leaves, no one has access.
Sharepoint
(File Server in the “cloud”)
-
For example: “Team Drive”, Office365 Group, Sharepoint Site
-
Use Case: Team files. Collaboration. Accessible from anywhere. Sharable with the world.
- User Sharing (Anyone)
- Quick and Easy (using online Apps)
- Accessible from any device (PC or mobile)
- Multiuser collaboration
- Version history
- Desktop software or online App access
- Access in Teams
- Securely backed up in the “cloud”
- Organizational ownership
- Files are in the “cloud”
- Web interface only**
** Synchronization with desktop available in some cases.
Definitions:
Collaboration – the ability for multiple users to view and edit the same document simultaneously
Sharing – Giving other people access to view or edit a document
The “cloud” – Computers belonging to other companies. Not physically located on company systems.
Individual ownership – Access to documents controlled by the author only.
Organizational ownership – Access to documents controlled by multiple users, or members of a team.
Version history – “Bookmarks” allowing the author to “roll back” changes made to documents. The ability to return to a document as it existed in the past.
Desktop software – Programs installed on and running from a computer or Remote Desktop. Microsoft Office on the PC is one example.
Online Apps – Programs accessed through a web browser (Chrome or Edge). Office.com, Google Apps, etc.