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Understanding the Potential of OneDrive for Business for Enterprise Document and Content Management

OneDrive for Business is not simply another cloud storage offer. It is a combination of features enterprise business will likely want to explore to ensure optimum value is captured from implementing this cloud offer. Microsoft provides a lot of this information via several articles on its Technet website. In Plan for OneDrive for Business in SharePoint Server 2013, Microsoft presents the OneDrive for Business solution architecture: “The OneDrive for Business architecture includes storage locations (both document libraries in SharePoint Server 2013 and Windows folders on the client workstation), and the OneDrive for Business Windows Sync client” (quote from the above referenced Technet article). So the same Enterprise Content Management (ECM) and Enterprise Document Management (EDM) SharePoint 2013 features should be applicable to the OneDrive for Business Document Library in SharePoint, right?

In fact, it is true. The same range of ECM and EDM controls are available for the OneDrive for Business Document Library in our SharePoint Online, Office 365 account. These controls, of course, include content types, which opens up a whole range of possibilities (for organizations with a SharePoint Online, Office 365 Enterprise subscription plan) to add even external content types to collate information specific to Line of Business (LoB) groups for performance tracking and a wide range of additional purposes. Controls are also available for “Enterprise Metadata and Keyword Settings”.

We did, however, encounter an obstacle with our OneDrive for Business instance. Microsoft has promoted an increased amount of storage for this Office 365 feature. Organizations can count on upwards to 1 TB of cloud storage, without fear of additional charges. We acted on this increase and moved a large folder with in excess of 50 GBs of data, and, according to our admin screens in Office 365, 7.1K items to our OneDrive for Business cloud data repository. Unfortunately we received an error message, as follows:

“The number of items in this list exceeds the list view threshold, which is 5000 items. Tasks that cause excessive server load (such as those involving all list items) are currently prohibited.
Learn about managing a large list or library and ensuring that items display quickly.”

So care must be exercised to ensure this item limit is not exceed. We experienced what we interpreted to be data loss when we could not locate some files from this relocated folder. Now, in light of the error message we received, we can only conclude the items are there, but are not presently being displayed.

We publish a post with the fix to this issue once we have it.

Ira Michael Blonder

©Rehmani Consulting, Inc. & Ira Michael Blonder 2014 All Rights Reserved