SharePoint adoption initiatives can be a very daunting task, especially if your user base comes from a simple collaboration forum sharing documents on global network file shares. SharePoint provides the convenience of simple copy and paste to move existing file structures but at a cost. Each file you upload to SharePoint, it is in turn stored in the SQL Database. This can be a costly endeavor as precious database storage is taken up by the hundreds, potentially thousands of documents, and the existing storage investment goes to waste. But you can map SharePoint Document Libraries to your existing external file shares with File Share Library allowing your existing hardware be your storage instead of the SharePoint content databases. Beyond just a simple interface to your existing network file shares, File Share Library provides the option to allow users to upload files larger than the set SharePoint file limits and capabilities to store metadata of files that are deleted in the external file share, thus preserving valuable history.
How does File Share Library work?
Here is an overview of the features and benefits you get with File Share Library:
| Key Feature | Description |
| Simple Configuration | After connecting File Share Library to a network file share, it is easy to configure options for synchronization, item upload, item deleting, and item import. |
| Import Files | You can allow users to gradually migrate files from the network file share to File Share Library with the Mark File for Import feature. You can import individual files or entire folders. |
| Export Files | You can also allow users to move individual files and folders, as well as groups of items from File Share Library to the network file share with the Export feature. |
| Support for Large Files | Your network shares typically allow files larger than the default SharePoint maximum upload size, without affecting limits for other SharePoint lists and libraries. |
| Check In/Check Out | Use standard Document Library viewing, editing, and check in/out capabilities, whether items are stored in File Share Library or the network file share. |
| User-Friendly Interface | Uses the familiar SharePoint Document Library interface and features. |
| Item Synchronization | You have options for configuring periodic, one-time, or on-demand synchronization, with flexible schedule options. |
| Handles “Lost” Items | Checks for items that can no longer be accessed on the network file share, and updates item status in File Share Library the next time it is synchronized. |
| Item Archival | When items are imported or deleted, configure an optional archive location to meet compliance requirements and prevent unintentional data loss. |
| Standard SharePoint Security | You control access to File Share Library using built-in SharePoint permissions. |
| Multimedia Support (SharePoint 2010 and 2013) | Store video and audio files on an existing network file share, saving valuable content database space. Play and manage the media files in SharePoint by connecting File Share Library to a Video Library (sold separately). |