Which Cloud Solution is Right for You?

What cloud storage solutions got to do with your business? Box vs. Microsoft OneDrive

Cloud-based file management and synchronization systems like Box and Microsoft OneDrive provide secure document storage for businesses. 

Secure document storage enables businesses to organize files so team members can access them easily and securely. Documents and files can also be shared using a variety of methods. 

Think about it. If you can’t find the files you need or share them securely with co-workers, productivity decreases. Documents require security to prevent business data loss. The ability to enable an organized file system, sharing, and built-in security means employees spend less time searching for files, or manually moving documents around and have more time to get work done while keeping business data secure. 

This guide describes the features, benefits, and limitations of Box and Microsoft OneDrive as cloud storage solutions.

Key Takeaways:

• Box vs. Microsoft OneDrive, which is better?
• What are the Pros and Cons of Box and Microsoft OneDrive?
• How to choose the right cloud storage solution for your business?
• Learn the features of Box and Microsoft OneDrive to find the right tool for you.

What are the benefits of using Box?

Box has extensive built-in security features, team collaboration tools, and integrates with over 1500 other applications. It also offers full access to documents on multiple devices. Box has an open platform, meaning it uses open APIs, first-party SDKs, integrated developer tools, and is 100% configurable to meet your specific business needs. 

Box user management allows the business complete visibility and control over sharing and accessing files. More Box advantages include:

• Ability to share video and image files, including vector files.
• Secure file sharing across multiple channels improves collaboration and efficiency.
• Supports more mobile device and platform options.
• Automatically integrates with Salesforce and 1,500 other apps. 
• Includes a native integrated e-signature application.
• Advanced security controls, including threat detection, governance, and compliance support.

Box disadvantages include:

• Many users report the Box interface is non-intuitive or has poor usability.
• Cannot share raw image files.

What are the benefits of using Microsoft OneDrive?

One major advantage of Microsoft OneDrive is it’s part of the popular and established Office 365 application suite. OneDrive also offers seamless and secure document and file storage with sync capability. Sync capability means users can manage files from anywhere with a secure internet connection. Users can share files internally within the business and with external business partners or clients. 

Like Box, OneDrive allows businesses to retain full control over access and permissions to ensure data security. OneDrive has advanced security features, including data encryption and rest and in transit and authentication that includes MFA (multi-factor authentication). OneDrive’s sharing workflow is highly usable, making it more efficient. 

Many users report the OneDrive interface as easy to use and intuitive to follow without additional training or instruction. OneDrive Advantages include:

• Real-time co-authoring that allows simultaneous editing of documents for greater collaboration.
• Includes version history which allows users to access and restore previous versions of documents.
• Integration with all other Microsoft Office 365 tools.
• Includes access to the OneDrive mobile app for backing up photo and video files.
• Supports sync with Google Workspace.

OneDrive Disadvantages include:

• Some mobile devices for iOS and Android are not supported. 
• Syncing is challenging to set up. 
• The proprietary application is included only with Microsoft Office 365.

What are the security and privacy features?

Both Box and Microsoft OneDrive offer advanced security features, including ransomware detection. Ransomware is a security attack designed to take your business data and network hostage until a payment is made. If OneDrive or Box detects malicious ransomware present, the user is notified with an alert on their screen.  

Both solutions use AES 256-bit encryption for data in storage and in transit. Each solution assists in managing a data governance strategy and ensuring regulatory compliance. 

What’s the importance of storage limits and scalability?

Box has implemented a limited storage business model like OneDrive. Although Box offers more free storage, both plans enact limits where user fees increase. 

For most subscription plans, the default storage space for each user's OneDrive is 1 TB. Depending on your plan and the number of licensed users, you can increase this storage up to 5 TB. Basically, you pay more for additional storage space on both Box and OneDrive. 

The ability to scale up and down on storage space enables businesses to adjust costs if needed. Like most modern subscription plans, businesses pay for what they use when storage space extends past the free threshold. 

What are the benefits of simple collaboration tools?

Using Box or OneDrive helps improve employee collaboration's speed, efficiency, and accuracy. Enabling users to share files directly and simply within a single tool reduces errors and data risks. Keeping all documents shared and stored under your network security umbrella helps to ensure data security. 

Additionally, by using Box or OneDrive, users can organize file folders and make them accessible to all authorized users. Organization is key to enabling employees to quickly find the files they need instead of searching for the correct file version. 

The built-in collaboration tools allow employees to collaborate securely from anywhere with a connection. Direct collaboration means everyone is up to speed and on the same page. No need to catch people up – everyone has access to the same information.  

Making the Right Choice for Your Business

Choosing between Box and OneDrive comes down to how your team works, the security features you need, and how well each option integrates with your existing tools. But cloud storage is just one part of the bigger picture—your overall IT support can make or break productivity, security, and long-term success.

If you're unsure whether your current IT provider is giving you the support your business needs, our guide to assessing your IT provider can help. It outlines key questions to ask and warning signs to watch for, so you can make informed decisions about your technology.

Download the guide now to see if your IT support is keeping up with your business needs.