Cloud Storage for UK SMEs: Choosing Between OneDrive, Google Drive, and Managed Cloud

Cloud storage should reduce friction and risk, not introduce it. The right choice for a UK SME depends on how you collaborate, how you share with clients, and how much governance you need. Most problems we see come from unclear ownership, permissive sharing, and assuming sync equals backup.

Define what you actually need

• Collaboration (multiple people editing, version control, comments)
• External sharing (clients/contractors)
• Permissions (who can see what, least privilege)
• Retention (how long you keep versions/deleted files)
• Offline access (sync for laptops, field staff)

OneDrive/SharePoint: strengths and traps

• Strengths: excellent Office integration; strong governance when configured properly; good for structured team sites.
• Traps: “SharePoint sprawl”; confusing ownership; permission inheritance surprises; syncing large libraries can cause local issues.

Google Drive: strengths and traps

• Strengths: simple sharing model; strong search; great browser-first workflows; easy collaboration.
• Traps: easy to overshare; link-based access can get out of control; mixed personal/company accounts cause governance problems.

Managed cloud storage: when it makes sense

Managed cloud storage can be ideal if you want a simpler, controlled, business-only platform with predictable pricing and direct support. It’s especially useful where you need:

• Clear tenancy separation (business vs personal)
• Strict permissions and audit logging
• Ransomware-safe snapshots/versioning
• Support that can actually intervene, not just point to a KB

Permissions and sharing

• Use groups (not individual users) for folder access.
• Limit “anyone with the link” sharing unless necessary.
• Review external shares monthly/quarterly.
• Enable audit logs where available.

Backups and retention

Most cloud platforms provide some versioning and recycle bin features, but business continuity requires independent backup and a tested restore process.

• Define retention (how far back you can roll).
• Use an independent backup (especially for Microsoft 365/Google Workspace).
• Test restores (a backup you can’t restore is not a backup).