Start with what you need, not the tool
Before comparing options, be clear about what your trainers and admins need from wherever resources are stored. For most RTOs the list looks something like this:
- Trainers can find the right resource quickly, including material they didn't create.
- There is one current version of each resource, not several.
- Links and videos sit alongside the files for the same unit.
- You control who sees what, for example keeping marking guides with assessors.
- You can see who added or changed something, and when.
- New and relief trainers can find their way around without help.
- Staff can get to it from anywhere, securely.
Rank these for your RTO. The right option is the one that covers your top few without creating more work than it saves.
Shared network drive
Works well for: small teams in one location who already have one. It's familiar and costs nothing extra.
Where it falls short: working off site usually needs a VPN or remote access. Files carry no context, so trainers have to open them to know what they are. Old versions pile up next to new ones, and access is managed folder by folder, usually by whoever looks after your IT.
SharePoint and OneDrive
Works well for: RTOs already on Microsoft 365. It's included in many plans, keeps version history and has detailed permission controls.
Where it falls short: SharePoint is a toolkit rather than a ready-made library, so the structure is entirely up to you, and without someone maintaining it, it sprawls. Search returns everything, including drafts and old copies. Getting permissions and site structure right usually needs someone with SharePoint experience.
Google Drive
Works well for: RTOs on Google Workspace. Sharing is easy, search is good and it works anywhere.
Where it falls short: because sharing is so easy, files end up shared in many different ways, and it gets hard to know who can see what. Files often belong to the person who created them, so they need to be transferred when that person leaves. Like any drive, it has no built-in idea of courses, units or resource types.
Dropbox
Works well for: syncing files across devices simply and reliably.
Where it falls short: it's a folder system, with the same limits as a shared drive. Links and videos don't fit naturally, and there's no way to add notes on how a resource should be used.
Your LMS
Works well for: delivering material to students. If a resource is meant for learners, your LMS is often the right home for it.
Where it falls short: an LMS is built around student enrolments, not staff. Trainer-only material such as lesson plans and marking guides sits awkwardly in student-facing courses, and access usually follows course enrolment rather than staff roles. Many RTOs use their LMS for students and keep a separate library for trainers.
A dedicated resource library
Works well for: RTOs whose main problem is trainers finding, trusting and using resources. A purpose-built library is organised by course, unit and resource type from day one, gives each resource context, and controls access by role.
Where it falls short: it's another system for staff to learn and usually another subscription. Moving existing resources across takes some effort, so check how a product handles bulk imports before you commit.
A quick comparison
| Option | Best for | Main drawback |
|---|---|---|
| Shared network drive | Small teams in one location | Off-site access, version clutter |
| SharePoint / OneDrive | RTOs on Microsoft 365 | Needs setup and ongoing upkeep |
| Google Drive | RTOs on Google Workspace | Sharing and ownership get messy |
| Dropbox | Simple file syncing | No context or structure for courses |
| LMS | Student-facing material | Built for students, not staff |
| Resource library | Trainers finding and trusting resources | Another system and subscription |
Questions to help you decide
- How many trainers do you have, and how many work off site or across campuses?
- How often do your resources change, and who updates them?
- Do you need material that only assessors or admins can see?
- What are you already paying for, and is it actually working?
- Who will look after the structure once it's set up?
Whichever option you choose, the structure matters as much as the tool. Our guide on how to organise your RTO's training resources covers that step by step.
Where Xeltom fits
Xeltom is a dedicated resource library built inside an RTO. Resources are organised by course, subject and type, each one has its own page with an overview and recommended usage, and roles and workspaces control who sees what. Admins can move existing files across by uploading a ZIP. See how it works as a training resource hub.