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The Difference between Office 365 and SharePoint Online

If you’re unfamiliar to the worlds of Enterprise Content Management (ECM), SharePoint or document management, you may sometimes hear Microsoft’s “SharePoint Online” and “Office 365” used interchangeably.

It’s a common misnomer that SharePoint Online and Office 365 are one of the same. Office 365 and SharePoint Online do share some capabilities. But what’s the difference between Office 365 and SharePoint Online?

Office 365 explained

According to Microsoft, Office 365 refers to subscription plans that include Microsoft Office’s productivity applications plus services that are enabled over the Internet.

In addition to productivity applications like Word, Excel, and PowerPoint, Office 365 businesses plans offer e-mail services, internal communication platforms, infrastructure for audio, video and web conferencing as well as the capability to share and store internal files on the cloud.

How SharePoint Online fits in

SharePoint Online, while available on Office 365, is a collaborative platform that integrates with Microsoft Office. SharePoint Online, which can be configured for a company’s usage, allows an enterprise to store, retrieve, search, archive, track, manage and report on digitized documents.

While SharePoint Online is a component of the cloud-based Office 365, it is available as a standalone product. (SharePoint’s on-premise platform still offers a few capabilities not found in the online version.)

SharePoint Online and Office 365 do possess some of the same features — such as the ability to store documents. The best fit depends upon your needs and the content.

Office 365 is best when:

  • File-based storage is needed for ease-of-use. (In this case you can use Office 365’s OneDrive.)
  • Collaborations are uncomplicated and don’t involve a lot of content. (In this case you can use Office 365 Teams.)
  • Personal file management is needed across devices. (OneDrive is your best bet here.)
  • Larger files need to be readily emailed. (Again, OneDrive is the stronger option.)

SharePoint Online is your best bet when:

  • Collaboration is complex and in need of tight security and maintenance.
  • Custom views are needed as is metadata.
  • Data types have to be configurable.
  • Content management requires a custom workflow.
  • Complex security requirements are need for certain types of content.

Andrew Hutson, Senior Director of Enterprise Solutions at KnowledgeLake, has an interesting take in this blog post:

“I mentally combine Office 365 Groups and Microsoft Teams into a single concept, where Microsoft Teams presents a single interface for dispersed applications across Office365. SharePoint is part of the equation for Teams and Group as a file repository. In terms of “hyper collaboration”, a file repository makes sense, but falls short when considering document management and enterprise content management.“

KnowledgeLake’s experts can help you determine your enterprise’s document processing or Enterprise Content Management needs.



How a single stolen laptop cost this firm $2.5M:…

Having a mobile device policy in place sometimes is not enough to save your business from the risks of stolen and lost devices. CFO Daily News gives some advice on extra steps to take!

By Team Insource IT

Many businesses think that having a mobile device policy available to staff is all it takes to protect their business. However, that’s not entirely true. Information such as what do to and who to contact when a device has been stolen or lost can sometimes be more important than pages of written policy.

Another important measure is mobile device management software, which allows businesses to take immediate action remotely, such as wipe sensitive information and lock the device. CFO Daily News expands on the topic by referencing a company that had a cost of $2.5M from one single device. Check it out.

How a single stolen laptop cost this firm $2.5M: Are you at risk?

Imagine if the price-tag for one of your employee’s laptops ran your company seven figures. That’s how much it just cost one of your peers when one of its employee’s laptops was stolen.

And the kicker: The company had policies in place to prevent such a situation!

Here’s what you need to know.

An all-too-common scenario

It happens all the time: An employee takes his laptop home for the evening but leaves it in the car overnight.

You can see this one coming – the car gets broken into and the laptop stolen, along with the sensitive info of some 1,400 people.

To make matters worse, in this case those 1K+ people were actually patients, which means the exposed medical records now violated HIPAA standards.

But hold on a minute. An investigation revealed the company had policies spelling out how employees should and shouldn’t be using company laptops.

The only trouble? Those policies were never turned into specific procedures folks could follow.

The price tag for this failure to follow through: $2.5 million.

No matter what your industry, it’s an expensive scenario you don’t want to repeat.

Here’s how to make sure you don’t … even accidentally.

Save them from themselves

The best thing you can do is save employees from themselves wherever possible.

That means you want to make sure your company has security practices in place that will render a device useless, even if it’s stolen (or simply lost – some 85,000 cell phones get left in Chicago cabs every year!).

So check to make sure all devices have protections like:

  • Remote lock, so no one can get into the device
  • Remote wipe, so you can strip sensitive info from the machines, and
  • Geofencing, so you can keep devices that have gone outside a certain geographic range from accessing your network.

Of course your IT folks can only deploy these best practice mobile device management tools if they know a laptop (or smart phone) has gone missing!

Which means your company needs a policy that specifies all lost or stolen devices must be spoken up about immediately.

But take the lesson from the employer in this case. Go further: Have a clear, written, step-by-step procedure about how employees go about doing that. Do they tell IT? Their supervisor? Both? Via email? Is a call required (not a voicemail)?

Don’t be afraid to get physical

Then again, don’t overlook the good old fashioned physical security steps so you don’t end up in this
all-too-familar situation.

The Society for Human Resources (SHRM) advises in its sample Laptop Physical Security Procedures that employees use a security cable to keep the device physically connected to an immovable object at all times.

And get specific about real-world scenarios.

SHRM even spells out that folks should do all they can to avoid leaving a laptop in a car, but if they must, the machine goes: 1.) in the trunk, 2.) with a security cable.

A cable will cost you $15 – a bargain compared to $2.5 million.

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