SharePoint Online vs. SharePoint On-Premises: Migration Considerations for Businesses
Not sure if you should move to SharePoint Online? Compare SharePoint On-Prem vs. Online & explore key migration considerations for your business.
As businesses grow and adapt to modern work environments, many organizations face a crucial decision: Should we stick with SharePoint On-Premises or move to SharePoint Online?
With Microsoft pushing cloud adoption, SharePoint Online migration tool has become a preferred choice for many, offering scalability, security, and seamless collaboration. However, SharePoint On-Premises still holds value for companies needing complete control over their data and infrastructure.
If your business is considering a migration, understanding the key differences between SharePoint Online and On-Premises is essential. In this guide, we’ll compare both platforms and highlight the key factors you should consider before making the move.
Key Differences Between SharePoint Online & SharePoint On-Premises
|
Feature |
SharePoint Online |
SharePoint On-Premises |
|
Deployment |
Cloud-based (hosted by Microsoft) |
Installed on company servers |
|
Maintenance |
Managed by Microsoft |
Requires in-house IT management |
|
Cost Structure |
Subscription-based (monthly/yearly) |
One-time licensing + infrastructure costs |
|
Storage |
Scalable, based on Microsoft 365 plan |
Limited by server capacity |
|
Security & Compliance |
Microsoft-managed security updates |
Fully controlled by the organization |
|
Customization |
Limited custom development |
Full control over customization |
|
Updates & Upgrades |
Automatic, included in subscription |
Requires manual upgrades & patches |
Both platforms have their strengths, and the right choice depends on your business requirements.
Why Businesses Migrate to SharePoint Online
➡️ Cost Saving - To be able to save costs from physical servers, maintenance and IT staff for SharePoint administration.
➡️ Flexible Scaling − In notwithstanding conditions, expand or reduce storage within business needs.
➡️ Automatically Updated − Latest features of SharePoint without manual upgrades, all at your fingertips.
➡ ️ Anywhere Access - Employees can work together from anywhere they would like to with an active internet connection.
➡️ Integrating Microsoft 365 - Full Access to Teams, OneDrive, Power Automate, and Power BI.
Why Some Businesses Stay with SharePoint On-Premises
???? Absolute Control on Data - Companies having stringent data security policies prefer to keep everything on their own servers.
???? Custom Development Needs - More flexibility for advanced custom workflows, integrations and branding.
???? Compliance & Regulations - For some industries (for example, finance, healthcare), sensitive data should be stored in local infrastructure.
???? High Performance & Speed - Accessing the data does not depend on the internet connectivity.
If a company is looking for absolute control over security, compliance, and customization, then On-Premises might be its better choice.
Key Considerations Before Migrating to SharePoint Online
For businesses that will be converting from SharePoint On-Premise to SharePoint Online, here are some critical factors to remember:
1️⃣ Data Assessment and Cleanup
???? Survey existing SharePoint sites, lists, and libraries.
???? Delete outdated files and duplicate files to create a sound migration plan.
2️⃣ Security & Compliance
???? Alignment of the existing user permissions with the security model of SharePoint Online.
???? Compliance with Microsoft 365 security policies.
3️⃣ Customize Workflows and Integrations
???? Find customized workflows, scripts, or third-party integrations which might not be compatible.
???? Consider Power Automate a viable alternative in the automation of business processes.
4️⃣ User Training & Change Management
???? Prepare employees for interface changes and new collaboration features.
???? Provide training in OneDrive, Teams, and Microsoft 365 tools.
5️⃣ Choosing the Right Migration Tool
???? Manual migration can be a time-consuming and error-prone process.
???? Good migration utilities like Kernel Migration for SharePoint ensure 100% transition with no data loss.
Best Practices for a Smooth SharePoint Online Migration
✔ Pilot Migration – Initiate testing with one department prior to moving an entire organization.
✔ Incremental Migration - During that process, data can flow from one phase to another to interrupt guidance.
✔ With CDEM, Meta Data and Permissions are retained: An appropriate migration tool should migrate version history, file properties, and user access levels. Monitor and Optimize Post-Migration Validate file integrity, resolve broken links, and optimize search functionality.
Conclusion: Migrate with Confidence Using Kernel Migration for SharePoint
Migration from SharePoint On-Premises to SharePoint Online is a complex as Kernel Migration for SharePoint does wonders to make it easy and efficient.
???? Why Choose Kernel Migration for SharePoint?
???? Full & Incremental Migration – Migrate All Data in One Shot or Stages.
???? Metadata & Version History Preserved – Preserve File Properties.
???? Security Permissions-Reasons Access Levels Remain the Same for Users.
???? Migrate Workflows and Integrations-Avoid Breaks in Workflows Post-Migration.
???? Advanced Filtering options-Selective Migration, say Some Specific Sites, Libraries, or Files.
With Kernel Migration for SharePoint, businesses can easily move without the fear of losing data, broken workflows, and leaving security issues unattended.
???? Ready to SharePoint Online migration? Then do so with confidence today!
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