Having online storage space is very convenient for work or business. It allows you to work mobile and remotely. This means that by using an online storage space platform, you can take your work with you anywhere you go. This can be in transit or in the city where your business meeting is held. You can access your files anywhere in the world as long as you have an internet connection.
It is also convenient for your employees to have online storage space because this means that they can work remotely too. If they have errands that they have to do or are nursing mothers who have a hard time coming to the office, online storage space will allow them to work from home. This helps your employees get back on their feet while your productivity as a company is not diminished.
There are a lot of online storage space platforms online and one of the most famous ones is Dropbox. Dropbox is an online platform that offers free storage. Upon registering, a user is given 2 gigabytes of free storage to use as he or she pleases. If you want more storage, you can opt to pay for the service at 9.99 dollars per month and this gives you 1 terabyte of storage.
Another online platform that is gaining popularity now is OneDrive. This is an online file hosting service that is owned by Microsoft. Evidently, people prefer OneDrive better because of the free space it gives its users is a lot bigger than Dropbox.
Upon signing up with OneDrive, you get 15 gigabytes of free space online. That is 750 percent more than the free space that you can avail with Dropbox. By this reasoning only, it is safe to say that OneDrive is better.
However, there is even more. The paid service of OneDrive, which is also for 9.99 dollars, gives you a terabyte of storage also. Additionally, it comes with a Microsoft office 365 subscription. Not only are you paying for storage online but also for your Microsoft office 365.
OneDrive is obviously better than Dropbox because of the compelling features that it avails to its users. This means that it is a good idea to shift from Dropbox to OneDrive. However, this also means that you will have to transfer your existing files in Dropbox to your new file hosting service. This can become a hassle especially if you have plenty of files saved in your Dropbox and also have a lot of sensitive data.
Some of your files could get lost in the process while some of your data can also get corrupted. An effective and efficient way of transferring your files is needed and there are a lot of online services that can help you with that.
Before you transfer your files from these two different file hosting services, there are a couple of things that you will have to know to make sure that the transfer is safe and efficient.
Retain Folder Structure
It is very important that your folder structure is intact when you transfer your files. You have to make sure that the files and folders are not all over the place. Keeping them intact will ensure that you and your employees can smoothly browse through the new platform without having a hard time looking for the file you might need. Especially when you have a very complicated and large folder structure, it is crucial that files can be located as they were before. This way, productivity will remain constant and you will not encounter problems.
Review File/Folder Path Length
One of the limitations in OneDrive is that you cannot have a folder or a file with a name with more than 400 characters. Make sure to check thoroughly through your files and make sure that the filenames are less than 400 characters.
However, it is unusual for filenames to be longer than 400 characters and if ever you have a file with a filename that long, then you can easily remember it and edit it as you migrate to OneDrive.
Invalid File Names and Types
OneDrive has some filenames that they do not allow in their service but they do allow any kind of file type. So this means that you don’t have to worry about transferring older types of files from your Dropbox.
File names, however, are a different matter. There are certain restrictions on what you can name your files. For example, “_vti_” cannot appear anywhere in a filename that you place inside the OneDrive. There are other restrictions to file names and you can click here for a full list and guides of all the restrictions related to this file hosting service.
User Accounts and Permission tools
One of the most complicated and labor-intensive activities when migrating to a different file hosting server is the process of transferring the user accounts and permissions especially when you have plenty of employees and users using your previous file hosting server. This can become tedious without a migration tool.
If you have a few users and permissions only, then you can do this manually, but transferring such thing for a medium to a large company can be a problem. It is better to take advantage of migration tool services to ensure that this is done correctly so as not to disrupt company productivity.
Paper documents in Dropbox
Paper documents in Dropbox are not readable in OneDrive. You can take care of this by downloading the documents and converting them to a readable file before uploading back to your OneDrive. This can pose a problem if you have a lot of these paper documents. Thankfully, there are software automation that can convert and transfer these files for you.
Using OneDrive instead of Dropbox is out of the question. What you need to think about is how you are going to transfer your files. There are a couple of software automation providers that can give you a solution to such tasks.