5 Step Approach to a Metadata – Archive Policy

The following are the 5 steps needed to create a metadata based archive policy:

•      1) Create Content Syndication Content Types that originate from a Content Type Hub. These are housed in an Archive web application. Since these Archive Content Types are syndicated content types it means they can be used on different web applications, and site collections.

•      2) Each site created so that one can leverage an archive policy needs to have content types created and named appropriately:
Example:
Name of Site 1-Year
Name of Site 2-Year
Name of Site 3-Year

•      3) For each content type - create an Information Policy to a Content Type.

•      4) Make sure that the content organizer site feature is turned on so that metadata based rules that move content submitted to a library to the proper location are in place.

•      5) Set-up a workflow then for each site so that when a file meets the policy based on the content type, the site owner gets an e-mail:
Example: This document - [%Current Item:Name%] - has been moved to the Archive document library due to the expiration policy. Click here to view your files and return them from the archive site to your proper site.

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Communication of SharePoint Governance Plans

Communication of SharePoint governance standards and polices could follow a communications path as such:

Content

• Have a published governance policy and standards section available for all SharePoint users
• Governance Announcements: make sure they are always up to date as changes in regard to policies and initiatives are updated

Format

• Utilize a sectioned wiki of core and key information so that content can be easily referenced and linked to
• Utilize a blog with proper categories relevant to the areas of the governance that are to be posted

Timing

• Update content at least once a month to keep it fresh

Who

• The Farm SharePoint Administrators should be responsible for producing and updating the governance information and for communication
• Communication can be via formal e-mail communication, an announcement on the SharePoint site itself or via alerts that are set-up in SharePoint (by users or administrators)

SharePoint Top 4 Core Governance Risks

The following are 4 top risks to an effective SharePoint governance plan:

·         Obtaining proper support from the business leaders to enforce the proper governance

·         Site collection administrators and power users refusing to abide by the posted policies

·         Needed support and resources, especially budget is non-existent

·         By not following governance the old ways of management of content stray from usefulness and business value

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Top 10 Items to Include in a SharePoint Technology Guide

When installing SharePoint – be it on-premise or on-line, the following are some great items to include in a core technical guide. These items can be utilized by the team or just for knowledge on how the system ecosystem is set-up and works:
 

1)      Document the server names and specifications that make-up the SharePoint farm.

2)      Document the database configuration

3)      Document all the Domain Name System (DNS) names utilized

4)      Document the web application configuration

5)      Document alternate access mappings utilized

6)      Document the farm solutions deployed in the environment

7)      Document managed paths utilized

8)      Document master page customizations

9)      Document CSS customizations

10)  Document active directory groups utilized

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SharePoint Intake Planning for Content Migration

For intake of content to be migrated to SharePoint, the following are some good items to know when planning to migrate content from one location to another (could be one SharePoint environment to another or migrating content from a file share to SharePoint):

Content Name (Library/List/Share):

 

Current Location of content:

 

Type of SharePoint App (includes core apps to choose from such as: Document Library, Picture Library, List, Survey, Subsite):

 

Last Modified Date:

 

Site Metadata tags (applicable to only document libraries):

 

Notes:

 

Destination Location (full URL is ideal):

Searchable (Yes or No):

 

Content Owners/Owner access:

Content Members/Contributors:

 

Content Visitors/Read only access:

 

Date Migrated (To be used by SharePoint Administrators only):

 

SharePoint Administrator Notes:

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SharePoint Europe - Office 365 – SharePoint Online Instructor Guide

SharePoint Europe - Office 365 – SharePoint Online Instructor Guide https://www.sharepointeurope.com/office-365-sharepoint-online-instructor-guide-preview/

Microsoft Teams Planning

The following – aspects are key to consider and utilize when planning for Microsoft Teams which is a chat-based workspace included with several Office 365 plans:

1) Get the right people together - have the right mix of IT and business users

2) Prioritize your business scenarios - Know and plan what are the best business scenarios to be utilized

3) Complete technical planning - know how the environment should be architected as well as how to provision users

4) Conduct pilots and deploy teams - utilize what is believed to be the needed set-up and functionality with a targeted group of users

5) Measure usage, manage satisfaction, and drive adoption - review usage reports and see and understand what and why users are utilizing and then encourage use of needed functionality