File server is a shared storage of computer files (such as documents, sound files, photographs, movies, images, databases, etc.) that can be accessed by the workstations that are attached to the computer network. A file server is usually not performing any calculations, and does not run any programs on behalf of the workstations.

Sharepoint is a web technology based server that can be used to build portals, collaboration sites, and also content management sites. It is also popular for document management solutions.

We will do a quick comparison between file server and Sharepoint based on 4 factors.

1.      Architecture

File server implements 2- tier architecture which involves only between client and server. You are able to access your files within office premises. If you are outside, you are not able to access the office resources unless your office has implemented Virtual Private Network (VPN).

On the other hand, SharePoint adopts 3-tier architecture (client, server, and database), which allow you to access the document via web browser. It’s more convenient and accessible as long as there is internet connection.

2.       Maintainability

Both products require minor and major upgrades regularly on operating system (OS) and applications.

When considering a Sharepoint upgrade or updates, more systems will be impacted and greater care must be taken to verify website integrity. Whereas for file server, maintenance will be simpler as patches are applied on OS.

3.       Collaboration tools

SharePoint can create team workspaces, coordinate calendars, organize documents, and receive important notifications and updates through communication features including announcements and alerts, as well as new templates for creating blogs and wikis while file server doesn’t have such features.

4.       Item Visibility

One of the advantages of using Sharepoint is it allows administrator to set the access permission based on the user. Users do not have the ability to see the information that they do not have permission to see. As for file server, you are still able to see folder names that you do not have access to.

A question for you. Should you consider doing away with file servers and migrating to Sharepoint?

A ‘yes’ if you require a better collaborative environment with collaboration features, such as check out, check in, versioning, publishing, and single instance storage.

A ‘no’ as file servers are a better storage solution in the following scenarios:

• File servers are preferred for large document storage and programs.
• Systems Management Service (SMS) distribution points for hotfixes, updates, and application distribution is handled much better from a file server.
• File servers are better suited for My Documents redirection and backups. Database type files such as .mdb, .pst, and .ost are best stored on a file server.
• Archive files that will not change

It boils down to your company needs and budget. If you require a simple, file server is sufficient. If you require collaboration, Sharepoint is preferred. IT budget is also the main consideration as document storage in Sharepoint is generally more expensive than an NTFS file system and proper training has to be given to your staff on the usage.