OneDrive Limitations for Business: What Enterprises Need

Secure cloud-based storage makes it easy to upload, store, and access data from anywhere, across devices and operating systems. This flexibility is one of the main reasons cloud storage platforms are widely adopted by individuals and organizations alike.

Microsoft OneDrive is a popular cloud storage and file-sharing solution that works well for personal use and small teams. It allows users to store files securely, collaborate, and access content from virtually any location.

Ultimately, OneDrive could be an excellent solution for cloud-based storage and file sharing for an individual or small, medium business use case but sometimes, it might not be enough to fulfill all your business tasks (say if you have a specialized use case - like evidence sharing).

This article highlights the key limitations of Microsoft OneDrive for business and specialized use cases, helping organizations evaluate whether it is the right fit for their requirements.

Limitations of OneDrive

Access Management

OneDrive can restrict users from gaining access outside the specified IP address network location. OneDrive allows access to a specific number of security groups. Users not included in the security group cannot access OneDrive files.

Organizations cannot define granular roles with different permissions for viewing, editing, downloading, or sharing content. Visibility into user activity across sensitive or business-critical files is also limited, making governance, compliance, and internal audits more challenging.

OneDrive does not provide a complete chain of custody. You cannot monitor all the actions or alterations performed on important files by users.

Use of Artificial Intelligence Services

Artificial Intelligence is evolving rapidly in the software industry and is helping organizations enhance productivity at the workplace.

OneDrive does not offer AI-based transcription, automated captions, spoken-word indexing, or intelligent search within audio and video files. It also lacks automated tools for identifying sensitive information or enhancing content discoverability.

OneDrive cannot mute the specific audio segment in audio recordings that contain sensitive personal information.

Editing Options in Digital Files

Enterprise teams often need to prepare and refine media content before sharing it internally or externally.

OneDrive does not provide native tools for trimming, splitting, or segmenting videos and audio recordings. Users must rely on third-party applications, which introduces additional complexity, costs, and workflow delays.

Assign Custom Attributes

By adding custom attributes, you can improve the search visibility of the media files uploaded on the cloud.

At times, content needs to be segregated and categorized by assigning its attributes. This helps easy retrieval, indexing and searches, but unfortunately, in OneDrive, there is no supported way to set custom metadata with the uploaded files (such as Lecturer Name, SKU#, Case Number, etc.).

OneDrive does not offer a feature to assign custom properties within a file. So, searching for documents in a huge set of folders would be a time-consuming task.

Add Annotations

Although you can comment on OneDrive files, you cannot add annotations or highlight any important information shown in videos. You also don’t have timed comments, so interactivity in long videos is not possible.

Integration with Other IT Systems

In terms of SSO integration, OneDrive only supports Azure AD. MS OneDrive cannot integrate with Identity Access Management (IAM) services such as OKTA, OneLogin, and third-party login services.

The same is the case with other integrations, as OneDrive provides very limited integrations out of the Microsoft stack.

File Size Restriction

OneDrive offers limited file size support, like MS does not support files over 15GB in OneDrive. For larger files, you may need to utilize compression utility.

Limited Offline Access and Support

Although OneDrive for Business allows offline access once a user downloads the app but if your team needs to conduct a lot of work offline, you may require a more robust system

Why Choose VIDIZMO Instead of OneDrive?

Granular User Management and Access Control

Supported by: VIDIZMO EnterpriseTube, VIDIZMO Digital Evidence Management

VIDIZMO allows organizations to define role-based access for users such as viewers, contributors, and administrators. Permissions can be configured to control viewing, editing, and downloading of content, ensuring strong governance over sensitive media and business-critical files.

AI-Powered Search and Content Intelligence

Supported by: VIDIZMO EnterpriseTube, VIDIZMO Digital Evidence Management

VIDIZMO uses artificial intelligence to enable advanced search across digital content. Users can search using metadata, titles, tags, and spoken words within audio and video files, making it easier to locate relevant information quickly.

Automatic Transcription and Translation

Supported by: VIDIZMO EnterpriseTube, VIDIZMO Digital Evidence Management

VIDIZMO provides AI-based transcription and translation for audio and video content. Speech can be converted into text across multiple languages, and content can be translated into more than 50 languages to support global enterprise teams.

In-Video Search and Smart Navigation

Supported by: VIDIZMO EnterpriseTube

VIDIZMO EnterpriseTube enables users to search for spoken words within videos and jump directly to relevant moments. This capability is especially valuable for enterprise training, internal communications, and knowledge-sharing use cases.

Built-in Video Editing and Interactivity

Supported by: VIDIZMO EnterpriseTube

With native editing tools, users can trim and split videos or create segments for targeted viewing. Interactive elements such as quizzes and surveys can also be added to videos to improve engagement and learning outcomes.

AI-Based Detection and Redaction

Supported by: VIDIZMO Digital Evidence Management, VIDIZMO Redactor

VIDIZMO offers AI-driven detection and redaction capabilities that automatically identify and obscure people, faces, and objects in videos. This helps organizations protect sensitive information and meet privacy and compliance requirements.

Enterprise Integrations and Identity Management

Supported by: VIDIZMO Platform (All Solutions)

VIDIZMO integrates with leading identity and access management providers such as Okta, OneLogin, Ping, and Azure Active Directory. It also supports integration with broader enterprise IT systems to fit seamlessly into existing environments.

Flexible Deployment Options

Supported by: VIDIZMO Platform (All Solutions)

VIDIZMO solutions can be deployed as SaaS, on-premises, or in commercial and government cloud environments, providing organizations with flexibility to meet security, compliance, and operational needs.

Need more than basic file storage?
VIDIZMO provides an enterprise-grade platform with multiple solutions to securely manage, analyze, and share video, audio, and sensitive digital content across different business use cases. Explore VIDIZMO products or request a demo to see how the platform fits your organization’s requirements.

People Also Ask

What are the main limitations of OneDrive for business?

OneDrive’s main limitations for business include limited role-based access control, lack of chain of custody, no AI-powered transcription or redaction, no support for custom metadata, and restricted integrations outside the Microsoft ecosystem.

Is OneDrive suitable for enterprise video hosting and streaming?

OneDrive can store and share videos, but it is not built for enterprise video hosting or streaming. It does not provide optimized video playback, content organization, engagement tracking, or large-scale internal video distribution.

Can OneDrive control who can watch, download, or share videos?

OneDrive offers basic sharing controls but lacks granular, role-based permissions for video content. Enterprises cannot easily restrict downloads, control viewer access, or manage permissions at scale.

What is a better alternative to OneDrive for enterprise video management?

A better alternative to OneDrive for enterprise video management is a platform like VIDIZMO EnterpriseTube which is designed specifically for hosting, organizing, securing, and analyzing video content with AI-powered search, access control, and governance.

Why do enterprises choose VIDIZMO over OneDrive?

Enterprises choose VIDIZMO when they need a secure, scalable platform for managing and streaming video content with AI transcription, in-video search, granular access control, analytics, and integrations that OneDrive does not provide.