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Admin Pro Forum

How are you sharing documents at work?

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Question: "As Assistant Secretary to our not-for-profit board, we have the discussion constantly about the best/easiest way to share materials. We have a SharePoint platform forum; however, members say there are too many clicks to get what they need. Additionally, firewalls become an obstacle, plus the size of files, the time it takes to download large ones, etc. Any suggestions on sharing documents would be greatly appreciated." - Theresa, Assistant Corporate Secretary

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{ 16 comments… read them below or add one }

Lori June 30, 2017 at 11:51 am

As a small local government and using a state server (which limits the size of files to be shared), I find using Dropbox works for our office.


JoAnn May 22, 2017 at 11:25 am

I understand the frustration of clicking 47 times to find what you need in SharePoint. For that reason I’ve shown my coworkers how to access those same files more easily in Explorer (*not* Internet Explorer). Using cloud storage is not an option in my industry.

*We use SharePoint 2013 and Windows 7 so different versions may work differently.

In SharePoint, go to the library where your files are stored. Click on the Library tab in the upper left corner. In the middle toolbar, click on Open with Explorer. Right click on Favorites and select Add current location to Favorites. You can drill up if you need in the address bar. Pinning files in the application also works well if you don’t have 450 files you regularly access. ;-)


Fran May 8, 2017 at 9:50 am

We use Dropbox. We’re a small organization and don’t have a server. Dropbox fits our needs. Even though we upgraded with a yearly cost, it’s worth it for the extra storage to share photographs.


Renee May 5, 2017 at 9:14 am

Our agency has mainframe folders for each division that you must be assigned access to. Within these division folders are folders with subfolders that have information pertaining to the title. It is only several clicks but we have access to a wealth of information.


Connie June 2, 2017 at 8:44 pm

We also use mainframe folders, where users are granted access. Anyone with that access may load files, or access them. It makes it easy to access the necessary files, even if someone is working from home or traveling. We have NO worries about file size, and with using sub-files within the file, we can keep everything accessible with just 2 – 3 clicks.


Maria May 5, 2017 at 7:46 am

Facebook currently launched its workplace app. Non-profit organizations that are a 501C3 can use it for free. We are currently testing all of its features and absolutely love it.


Bethany May 5, 2017 at 7:29 am

We use box (Dropbox for enterprise) and Microsoft OneNote for file sharing.


Jo Scarfe May 4, 2017 at 5:33 pm

We use two diffierent methods. We have a dedicated drive that people transfer documents to and put the receiver/department name on the folder or have a Dropbox company account and share that way.


Jennifer May 4, 2017 at 4:24 pm

We use mostly Google Drive for sharing and collaborating. There are now Team Drives, where an organization can own the drive and add the various participants to the drive. One thing that I like about Google Docs and Sheets is the ability to chat right inside the document as you are collaborating on it. We’ve even held Hangouts meetings while working on a document. Google Drive storage is free for educational organizations. I wonder if they would also have a free version for your non-profit.

Some of my colleagues utilize Dropbox for ease in editing/accessing/collaborating on Publisher, PowerPoint and Access files where Google’s comparable product does not meet their needs. Dropbox is not free, but it has proven to be affordable. When our ISD went full Google, I kept my Dropbox account and just pay for it myself because it works better for certain things.


Joy May 4, 2017 at 4:24 pm

BOX or Dropbox for business. I used both and currently am using BOX and My Board Packet as our main depository. Our IT department did a review and felt BOX to have higher security features over Dropbox.


Lynn May 4, 2017 at 4:21 pm

We use SharePoint, Box and OneDrive. I prefer OneDrive. Multiple people can access the document, and all changes happen to only one copy.


Cristine Shade May 4, 2017 at 4:17 pm

Dropbox for business. You can have one account with many folders and share those folders with specific people/groups.


Michelle Gillenwater May 4, 2017 at 4:14 pm

We use Laserfiche to store all documents for the Purchasing Dept. for the City of Kingsport, TN. All others have to do in our office is click on Laserfiche and pull up the file. It doesn’t matter how large the documents are. You can also email from this program. We also use Laserfiche Workflow to send documents for electronic signature.


Heather Parrish May 4, 2017 at 4:13 pm

SharePoint, Google Docs, Google Sites, network shared drives, email, dropbox, basically whatever works for all the people in and out of the company that are working on the document or need access to it.


Melissa May 4, 2017 at 4:10 pm

We use both SharePoint, shared drives on the network and websites, depending on the documentation and the audience. Each of them has their own benefits and drawbacks.


Cheri May 4, 2017 at 4:04 pm

We stopped using SharePoint, and are now using Directors Desk by NASDAQ. It’s great for board and committee meetings and document storage/distribution/viewing.


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