10.5.1. SharePoint – Common Issues

VIDEO: SharePoint Document Storage Issues & Alternatives

Summary Of the Most Common SharePoint Issues

1. Permissions Issues

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• Incorrect or overly restrictive permissions
  
• Overly complex permission hierarchies
  
• Broken permission inheritance
  
• Inconsistent permission levels across libraries and sites
  
• Difficult-to-manage external sharing
  

2. Syncing Issues

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• OneDrive sync problems
  
• Delayed or broken syncing
  
• File locking issues
  
• Multiple version conflicts
  
• Outdated file versions syncing
  

3. Document Management Issues

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• Duplicate file uploads
  
• Document checkout issues
  
• Accidental deletion
  
• Metadata mismanagement
  
• Broken document workflows
  

4. Risks of Storing Data in a Public Cloud

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• Public cloud platforms, while convenient, are inherently less secure compared to private, on-premise solutions. Even with high levels of encryption, they remain vulnerable to data breaches and unauthorized access.
  
• Data stored in public clouds, like SharePoint Online, can be at risk of being compromised due to third-party access, insider threats, or cyberattacks targeting large cloud providers.
  
• Microsoft follows a Shared Responsibility Model, where they manage the cloud infrastructure but customers are responsible for the security and protection of their data, including backups and access controls.
  
• Microsoft recommends using a third-party backup solution to protect your data, especially for services like SharePoint, OneDrive, and Exchange Online. While Microsoft provides features like versioning and recycle bins, these may not be sufficient for full disaster recovery or long-term archival purposes.
  
• Microsoft encourages following the 3-2-1 backup principle—having three copies of your data, stored on two different types of media, with one stored offsite, often using third-party solutions.
  
• There are concerns about intellectual property rights when storing data in the public cloud. While Microsoft processes your data to provide services, they explicitly state that you retain full intellectual property rights over your data. They use it solely to deliver and improve their services, but do not claim ownership of it.
  

5. Performance Issues

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• Slow page loads
  
• Search indexing delays
  
• List view threshold issues
  
• Search not returning results
  
• Inefficient database management
  

6. Navigation Problems

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• Confusing navigation
  
• Broken or outdated links
  
• Inconsistent user experience across sites
  
• Overly complex folder structures
  

7. Versioning Issues

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• Confusion about version control
  
• Document versions lost
  
• Unwanted version history clutter
  

8. File Size and Storage Limits

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• File size limitations
  
• Storage quota limits
  
• Insufficient storage allocation
  
• Backup limitations
  

9. Collaboration Problems

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• Simultaneous editing conflicts
  
• File locking during collaboration
  
• Document merging issues
  
• Unclear ownership and responsibility
  
• Unreliable notifications or alerts
  

10. Customization and Integration Challenges

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• Custom scripts and workflows failing
  
• Incompatible third-party add-ins
  
• Complex SharePoint Designer customizations
  
• Office 365 integration issues
  

11. Mobile Compatibility

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• Poor mobile rendering
  
• Limited mobile editing
  
• Lack of responsive design
  

12. Search and Indexing Issues

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• Delayed search indexing
  
• Inaccurate search results
  
• Custom search scope problems
  
• Search performance issues
  

13. User Adoption and Training

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• Steep learning curve
  
• Lack of proper training
  
• Reluctance to use metadata
  

14. List and Library Issues

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• Threshold limits exceeded
  
• Large list performance
  
• Custom columns or content types not working
  

15. Backup and Recovery Problems

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• Deleted files not recoverable
  
• Restore point confusion
  
• No access to second-stage Recycle Bin
  

16. Compliance and Governance Issues

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• Insufficient document retention policies
  
• Version history misuse
  
• Governance issues with content types and metadata
  

17. Workflow and Automation Failures

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• Workflow errors
  
• Complex workflow management
  
• Automation conflicts
  

18. Security Concerns

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• Unauthorized access to sensitive documents
  
• External sharing risks
  
• Data leakage through personal cloud accounts
  
• Insufficient auditing
  

19. Site Collection Management

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• Overly complex site structures
  
• Unorganized site templates
  
• Content roll-up issues
  

20. Data Migration Issues

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• Migration challenges
  
• Broken links during migration
  
• Metadata loss during migration
  

Summary

Each organization’s needs are unique, but it’s important to recognize that SharePoint’s only real benefit lies in its ability to enable collaboration on Word, Excel, and PowerPoint files. Beyond this, SharePoint offers little to no advantages. In essence, nothing can beat a purpose-built file server when it comes to providing users with secure and reliable permanent access to their files. The availability of alternative solutions that address many of SharePoint’s limitations highlights the need for a careful evaluation of other options that may better suit your organization’s strategies and workflows.