Cloud storage and document management platforms have revolutionized how businesses operate. By providing remote access to and real-time synchronization of files, these technologies can improve collaboration, streamline communication, enhance data security, and increase productivity.

Despite the multitude of benefits from collaborating in the cloud, the process of selecting the best cloud platform can be a difficult task for many. The difficulty results from the vast array of cloud solutions on the market creating a seeming state of “analysis paralysis.” Picking which cloud solution to use can be “difficult” since there are a multitude of document management and storage platforms to choose from. Two of the most popular cloud-based solutions today are Microsoft SharePoint and Google Drive. Whilst both cloud platforms offer powerful features, understanding the unique workflows of each platform is imperative when deciding which best suits your company’s needs.

What is Microsoft SharePoint?

Microsoft SharePoint is a cloud-based content management platform that allows companies to create intranet sites where users can store, access, and share data. It also provides complete control over who can access and edit documents, and offers enhanced security features to keep sensitive data safe. SharePoint and Microsoft Office applications are tightly integrated to provide users with a seamless experience when working with documents, spreadsheets, presentations and other files. With this integration, users can work more efficiently with centralized document libraries, real-time co-authoring capabilities, and version history tracking features.

Related reading: Learn what our SharePoint services can do for you

What is Google Drive?

Google Drive is a cloud-based document storage and management platform that allows businesses to store, secure, and collaborate on documents. It offers features like search functionality, data security, and real-time collaboration tools. With Google Drive, users are able to access their content from any device with an internet connection. Google Drive can also be integrated with other Google services such as Gmail and Calendar.

What’s the difference between SharePoint and Google Drive?
There are several elements that set SharePoint and Google Drive apart.

Core features

The most notable difference between the two platforms is that SharePoint offers more than file storage. It is primarily used as a content management system, allowing users to create centralized intranet sites with wikis and document libraries. With SharePoint, users can customize the design of their corporate site, manage access permissions, set up meta-tagging for documents, and track content usage.

Additionally, users can automate processes in SharePoint, such as redirecting documents for review and approval. If used properly, users can automate complex workflows such as employee onboarding, document retention management, contract reviews, and reimbursement processes.

On the other hand, Google Drive is primarily designed for file storage. It comes with advanced search capabilities, collaboration features like real-time document editing, and file versioning for keeping track of changes. Drive users can upload documents with drag-and-drop ease, set specific access restrictions, and automatically convert files to other formats consistent with Google’s platform. However, unlike SharePoint, Drive doesn’t have features like workflow automation or customized intranet sites.

Security

Both Google Drive and SharePoint employ best-in-class security strategies to protect users’ data. SharePoint provides robust security features such as granular access controls over documents and team sites, real-time threat detection, malware protection, and encryption. Plus, SharePoint mirrors your data in multiple data centers to minimize data loss in case of a local outage or disaster. Google Drive and SharePoint accounts can also be secured with two-factor authentication, making it even harder for hackers to gain unauthorized access to your data.

Similarly, Drive stores your data in highly fortified servers that use next-generation firewalls, anti-malware software, and 256-bit advanced encryption to keep your information safe. Users can also set access restrictions for each document and decide what content can be shared with whom.

Related reading: Is your business data safe?

Pricing

With SharePoint subscriptions, you can opt for standalone plans or bundle it with any Microsoft 365 plan. The SharePoint plan gives each user 1 TB of storage, but paying for the upgraded plans can give you access to unlimited storage capacity plus high-end data security features. The different plans include:

  • SharePoint Online Plan 1 ($5/user/month) – 1 TB storage per user, team sites and document libraries, versioning and access control, search function, 24/7 support
  • SharePoint Online Plan 2 ($10/user/month) – all the features above as well as unlimited storage, data retention policies, data loss prevention, and enterprise search features
  • Microsoft 365 (starts at $6/user/month) – contains SharePoint Online Plan 1 as well as Microsoft Office applications, Exchange Online, Teams, and other productivity apps (Plan 2 features are added on for higher- tiered Microsoft 365 plans)

As for Google Drive, personal accounts are free and include 15 GB of storage, but business users may prefer the paid Google Workspace plans. These plans give you access to more storage space, applications, and progressively stronger security features. You can choose from the following Google Workspace plans:

  • Business Starter ($6/user/month) – 30 GB storage, custom business email, and standard support
  • Business Standard ($12/user/month) – 2 TB storage, custom business email, and security management controls
  • Business Plus ($18/user/month) – 5 TB storage, eDiscovery, data retention, advanced data security controls, and endpoint management
  • Enterprise – unlimited storage, data loss prevention, encryption, enterprise endpoint management, enhanced support services, and more

Which solution should you use?

While many features in SharePoint and Google Drive overlap, each platform offers distinct advantages. SharePoint isn’t just a storage solution, it also serves as your company’s centralized intranet. SharePoint provides document management, automation, and tight integration with Microsoft 365, making it the best option if you want to improve internal collaboration and productivity.

Meanwhile, Drive is a straightforward cloud storage solution that is affordable for both small and large businesses. It provides scalable storage for an ever-growing number of users and devices, and is an excellent choice if your company already uses tools like Gmail and Google Docs.

Ultimately, you should consider what features your company needs as well as your budget to make an informed decision. If you’re still having trouble deciding between the two, talk to our cloud specialists at Dynamic Solutions Group. We can help you understand the features and potential costs of each solution, and provide guidance on which one is right for your business. Get in touch today!