Choose a Documentation Management System

A document management system (DMS) is usually a computerized system used to store, share, track and manage files or documents.

Teams, SharePoint, OneDrive, and Google Drive can all be used for document management (DMS)

Microsoft Teams SharePoint OneDrive Google Drive
A chat-based environment for real-time communication with teammates. Files uploaded to a channel are stored in the team’s SharePoint folder, while files sent in chat are stored in OneDrive for Business. You can also add third-party cloud storage apps to Teams from the Teams App Store. A place to store and manage files related to a team’s work. You can share files directly in Teams, and you can also add SharePoint News to your Teams channel. A place for individuals and teams to comment on documents and use the @-sign to mention someone A cloud-based program that allows users to create, edit, store, and share documents. Many businesses use it as a file management system.
       

When choosing a DMS, you can consider things like:

  • Security: Whether the system is built to ISO 27001 security standards
  • Lock-in: Whether you’re required to store your documents with the DMS, which can lock you into their platform
  • Control: Whether the DMS offers fine-grained control over editing and access rights

Microsoft Teams and Google Drive can be used together for document management, and users can also add third-party cloud storage options to Teams:

OneDrive

Users can share files with their team in Microsoft Teams by going to OneDrive > My Files. OneDrive is a good option for work in progress, as users can share files individually and work on them simultaneously.

Google Drive

Users can add Google Drive to a Microsoft Teams classroom, and then access their Google Drive when creating assignments and posts. Users can also add Google files and folders to Microsoft Teams by clicking the Google Drive button, signing in to their Google account, and allowing permissions.

Third-party cloud storage

Users can add third-party cloud storage options to Teams by using the Teams App Store. CloudFiles is one third-party option that is compatible with Google Drive, Microsoft Teams, and OneDrive.

When choosing between OneDrive and Google Drive, users may consider their preference for Microsoft or Google. Google Drive may be a better option for casual users and small- to medium-sized businesses, as it offers a larger free plan and lower prices than OneDrive. OneDrive may be a better option for larger businesses, as it offers cheaper 1 TB storage and faster local file sync.