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Document Management Overview

We offer several storage solutions, but which one is the right one for your needs? We have developed two tables - one for those that want to quickly scan over the options to decide what they need and a more detailed version, for those of you that want to dig a little deeper into what ITS has to offer.

We want you to have the right document management solution! Still not sure what would work best for you? Send our Helpdesk an email at helpdesk@uthsc.edu and let us help you decide.

Quick and Easy Table Comparison
 

OneDrive

SharePoint

Teams

onbase icon

OnBase

Features

Place where you can store, share, and sync your personal and work files (like a personal hard drive)

Place where you can store, share, and sync your work files you may want to share with others

Chat-based, collaboration platform that includes document sharing and online meetings - great for team communication!

An electronic document storage system that can also utilize workflow - secure, multiple groups with differing permission levels, can search on keywords.

For

Private space for individual users Larger groups of people that may include non-UTHSC people (research partners, colleagues, vendors, clients, or customers) Smaller groups of people within UTHSC For groups (does require licenses and is not for non-UTHSC people)

User(s)

You

University-wide and external resources

Working groups

You and university working groups

Instead of

hard drive, MyDrive, USB, external hard drive VolShare, Departmental folders, Dropbox, Google Docs Shared drives, emails paper copies, hard drive, MyDrive, USB, external hard drive
More Detailed Table Comparison

Printable Version

 

OneDrive

SharePoint

Teams

onbase icon

OnBase

What is it?
  • OneDrive is the Microsoft cloud service that connects you to all your files
  • OneDrive for Business is an integral part of Microsoft 365
  • Provides place in the cloud where you can store, share, and sync your work files
  • When you use OneDrive with a UT account, it's sometimes called "OneDrive for work or school"
  • SharePoint is a cloud-based service that one can create sites to share documents and information with coworkers and external colleagues or partners
  • It is a secure place to store, organize, share, and access information from any device (PC, Mac, or mobile device)
  • Microsoft Teams is a chat-based, collaboration platform complete with document sharing and online meetings for business communications
  • It is an excellent team space to be able to make creative decisions and communicate with one another
  • A shared workspace software makes it easier to work together for a team, especially for remote employees
  • OnBase is an electronic document storage system that can also utilize workflow
  • It is a secure place to store documents
How to Use It
  • Personal documents
  • Personal productivity
  • One-on-one communication with both internal and external people
  • Private sharing with both internal and external people
  • Personal files and initial drafts before they are ready for sharing
  • Centralized storage for departmental documents or files
  • Store procedure documents
  • Store information that is important to the college or department
  • Document storage for permanent information for large permanent groups
  • Collaboration with different group such as teams, project teams, or interest groups
  • Share team files and collaborate on deliverables
  • Use instead of emailing attachments
  • Iterate quickly on a project with your team
  • Collaborate by chat, audio and video
  • To store documents that you do not use regularly need to keep for retention purposes
  • To store important departmental/program documents
Features
  • You can update and share your files from any device with OneDrive for Business
  • You can even work on Microsoft documents with others at the same time
  • You can share documents with one or more people in the short term
  • It lets you protect your files
  • Share, sync and store your files in the cloud
  • Build intranet sites and create pages, document libraries, and lists
  • Add web parts to customize your content
  • Show important visuals, and news
  • Discover, follow, and search for sites, files, and people across UT
  • Manage your daily routine with workflows, forms, and lists
  • Add apps, such as a calendar
  • Chat-based workspace
  • Teams are made up of channels, which are conversations one has with teammates
  • Document storage – files and SharePoint document library
  • Online video calling and screen sharing
  • Online meetings from anywhere
  • Full telephony -- Note: this requires additional licensing which your department can obtain for a monthly fee for each person
  • Send gifs, stickers, and emojis
  • Word docs, PowerPoint, and Excel files can be accessed, shared, and edited in real time
  • Manage calendar invites, join a meeting directly in Teams, and use background effects
  • Add apps, such as document library, planner, and more
  • Ability to store and look up a variety of documents
  • Ability to have multiple groups with differing permission levels
  • Compliant with security
  • Ability to set up document types ahead of time so users can only save documents a certain way
  • Ability to search documents quickly using keywords
For Individuals or Groups? Private space for individual users
  • Larger groups of people
  • Groups that include non-UTHSC people 
Smaller groups of people For groups (requires licenses and is not for non-UTHSC people)
Who Controls its Access? You control who has access to your file(s)  - only you can grant permission to others
  • SharePoint Site owner/admin creates folders
  • Site owner grants access to others
  • The Team Owner grants access to others by inviting members to the Team
  • All members have access to the files
OnBase administrator

Last Published: Feb 17, 2021