Overview
Both Teams Channels and SharePoint Sites have the same back-ends for file storage. So, what is the difference between Teams Channels and SharePoint sites? This guide will provide a brief description of each option, and when you might prefer one to another. If you have any questions or would like more information, please do not hesitate to reach out to the Data Governance and Information Management team at AGCOrecordsmanagement@agco.ca.
User
- All Staff in need of a Teams Channel, Teams Site or SharePoint Site
Resolution
Please submit an ESMS request to create a Teams Channel, Teams Site or SharePoint Site. Below are more details.
A Teams Channel is a conversation and collaboration space on specific topics. If you are undertaking a project or initiative, such as planning an event, you might want a Teams Channel so that there is a central chat stream for that specific topic. You can also use other applications within Microsoft Teams, such as Planner, OneNote or Power BI, which can be created on different tabs within the Teams Channel.
Teams Channels have Teams Sites as the back-end for document storage. Whenever anyone shares documents and files in a Teams Channel, it is actually stored in a Teams Site which, in the back-end, is SharePoint.
SharePoint is the Microsoft 365 document management system behind Teams Channels, but is also a stand-alone document management system. At the AGCO, many offices use SharePoint sites for both collaboration and for long-term document storage. It allows you to save, sort and collaborate on files. If you have no need for the conversational aspects of Teams Channels, a SharePoint site would most likely meet your needs.
SharePoint has many features beyond just document storage. While many SharePoint sites use the “out-of-the-box” look and feel, SharePoint can be used to create more complex and visually appealing websites. The AGCO Intranet, for example, is a SharePoint site. You can also use extensions, or “web parts” to make it easier to find information within the site. For example, you can create a modern search page that filters content based on the metadata, or description of the files.
Whether you are creating a Teams Channel or SharePoint Site, it is important to ensure you are planning the document lifecycle management for content within the site. For business records, all content should be covered by a relevant records series. The Data Governance and Information Management Team can help automate the record lifecycle to so ensure that the information you need is kept and the redundant, obsolete or trivial information is disposed of correctly. Please contact the DGIM team at AGCOrecordsmanagement@agco.ca for more information.
Why can’t we just use our OneDrive?
OneDrive has the ability to share documents much like SharePoint. In fact, it is the same back-end system as a SharePoint site. That said, OneDrive is tied to your individual work account. This means that when you leave the organization, the files within your OneDrive account may be difficult for others to find and lifecycle manage. This is why we say that OneDrive is a “Me” space, but SharePoint is a “We” Space.
Use OneDrive to start drafts of documents and for documents that are personal or not intended to be shared with others. Once you start collaborating with others, move your files into an appropriate shared repository, such as a SharePoint site.
Why are there so many types of storage containers in SharePoint?
While users might be most familiar with a folder as a storage container, SharePoint has many different containers for document management. However, there are many other ways to store and organize SharePoint content. With SharePoint Libraries, Lists, Document Sets and Metadata, there are many ways to optimize SharePoint so that you can find the information you need and secure the information you need to retain.
For more information, please contact the Data Governance and Information Management team at AGCOrecordsmanagement@agco.ca
Additional Resources
Information Management, Naming Conventions and Version Control Guidelines