As businesses increasingly become more digital, using tools like SharePoint, Google Drive, or similar platforms to store and manage documentation has become the norm. These tools offer significant advantages in terms of accessibility, collaboration, and organization. However, they are not without their challenges. Below, we’ll explore the 27 most common issues that people and organizations face when using these platforms for storing business documentation.

1. Organization & Structure Challenges

Lack of a Clear Folder Structure
‍Without a defined structure, files can become scattered, making it difficult for users to find documents. In addition, organizing content using a deep folder structure has downsides. It's harder to govern and creates a less than optimal user experience. A well thought out folder hierarchy is essential for ease of navigation.

“Tip: creating a new folder to store 1 document is never needed!”

Overlapping Content
‍Multiple copies of similar documents often cause confusion. It also makes it harder to keep documentation up to date. It’s important to ensure that users understand where and how to store documents to avoid duplication. A good best practice is to always share the link to the live document with others instead of downloading a copy and sharing it via, for example, email.

Inconsistent Naming Conventions
‍Inconsistent file naming can turn searches into a headache. Establishing and enforcing standard naming conventions can significantly improve file discoverability.

Misplaced Files
‍Users frequently upload documents to the wrong folders, leading to time consuming searches. Creating a governance structure and conducting training on how to properly organize files can help reduce misplaced files.

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2. User Access & Permissions Issues

Complex Permission Management
‍Managing access across teams and departments can be complex. Permissions need to be configured carefully to ensure the right people have access to the right documents.

Accidental Sharing
‍Accidental sharing of sensitive information due to incorrect settings can pose security risks. Regular audits of permissions can help catch mistakes before they cause issues. However, it can be challenging to keep track of who has access to specific files, especially in large organizations. Automated reports can help maintain an overview of access rights.

Access Denied Errors
‍Users frequently encounter errors when they don’t have permission to access certain files, leading to frustration and delays. Streamlining permission requests can improve user experience.

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3. Version Control Problems

Not using version control features
‍When users download, edit, and reupload documents, it can result in multiple versions being saved. Without proper version control, it’s tough to know which document is the most current. Version control features in tools like SharePoint should be utilized to prevent this. 

Overwriting Files
‍Accidental overwrites of documents can lead to the loss of important information. Educating users on how to use “save as” options or versioning features can prevent overwrites.

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4. Search Functionality Limitations

Inefficient Search Capabilities
‍Search functionality is often cited as inadequate, making it difficult to locate specific documents quickly. Optimizing naming conventions, metadata and tags can enhance search effectiveness. It’s also important to manage permissions for search effectiveness, as users that don’t have access to irrelevant files have to search between less documents to find what they are looking for.

Limited Metadata Tagging
‍Many users don’t make use of metadata, which can help in categorizing and locating documents. Training on how to use metadata can significantly improve searchability.

Difficulty Searching for Archived Files
‍Finding older documents that have been archived or buried deep within folders is time consuming. Most of the time, this is because outdated documents are never deleted. Implementing a standardized archiving process can ease this problem.

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5. Storage & Capacity Issues

Storage Limitations
‍Free or lower tier plans often come with storage caps, forcing businesses to upgrade or purge older files. Regular data audits can help identify files that can be archived or deleted. Especially multiple users saving similar files can lead to unnecessary data duplication, eating up storage space.

File Size Limits
‍Many platforms impose limits on the size of files, making it challenging to upload large videos or images. Consider using specialized storage for large files.

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6. Collaboration Challenges

Real-Time Collaboration Conflicts
‍Simultaneous edits can lead to conflicts or even loss of changes. Tools with built-in real-time collaboration features should be configured to handle conflicts effectively. In addition, not all users find real-time collaboration in live documents intuitive and training is sometimes needed to help people get up to speed.

Difficulty Tracking Changes
‍Keeping track of changes made by different users can be tricky. Enabling document tracking and notification features can provide more transparency.

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7. Integration & Compatibility Issues

Integration with Other Tools
‍Difficulty integrating with other business tools like CRM systems can limit workflow efficiency. Custom integrations or using third party tools may be required.

Compatibility with Older Software
‍Older file formats can pose issues with cloud based tools. Ensuring that legacy systems are updated or migrated can minimize compatibility problems.

Limited API Capabilities
‍Some platforms have limited API functionality, which can restrict custom workflow automation. Evaluating API capabilities before committing to a tool is key.

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8. Security & Compliance Concerns

Data Breach Risks
‍Storing sensitive data in the cloud can raise concerns about breaches. Implementing robust encryption and security measures is essential.

Compliance with Data Regulations
‍Meeting requirements like GDPR or HIPAA can be challenging when storing data in the cloud. Ensure that the platform used complies with relevant regulations.

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9. User Training & Adoption Problems

Resistance to Change
‍Employees may resist new tools, preferring traditional methods like email or local storage. Change management strategies can ease this transition.

Lack of Training
‍Without proper training, users may not utilize the full potential of document management tools. Regular training sessions can boost efficiency.

Overwhelming Features
‍The range of features offered by tools like SharePoint can be overwhelming. Focused training on the most relevant features can improve adoption.

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10. File Management & Backup Challenges

Inconsistent Backup Practices
‍Users may neglect to back up important files, risking data loss. Automating backup processes can ensure that critical data is always safe.

Accidental Deletion of Files
‍Files may be unintentionally deleted, causing disruptions. Configuring a reliable backup and recovery plan is essential.

Loss of Context
‍When files are moved or renamed, it’s easy to lose context about why a document exists. Detailed documentation or notes can help preserve this history.

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Conclusion

Tools like SharePoint and Google Drive are indispensable for modern businesses, but they come with their share of challenges. Addressing these common issues requires a mix of clear documentation policies, user training, and thoughtful tool configuration. By proactively tackling these problems, organizations can make the most of their digital storage solutions, ensuring smoother collaboration, better data management, and improved overall productivity.

This blog post can help businesses recognize common pitfalls and implement best practices to overcome them. If you have any questions or need guidance on how to improve your document management systems, get in touch with SowFlow!

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