Transcript SharePoint Governance

SharePoint Governance
And the role of the Site Owner
• Migrations
• Governance Solutions
Shaun Nichols
Lead Solutions Engineer – Metalogix
• Content Management
Lessons from the past
 How many of you had a SharePoint 2007 Environment?
 Single Site Collection
 Permissions Sprawl
 Orphan Accounts
 Stale Content
 Customizations
 First experience with SharePoint for most people
This is the reason for Governance!
Pillars of the governance Plan
 Business Governance
 IT/Operational Governance
 Information Management
Business Governance
Build your team
Have a vision
Identify main areas for success
Who will be responsible for what?
The Team
• An evangelist or leader
• Business leaders
• IT operations
• Developers
• Owners/End Users
Vision
•
Why are we using SharePoint?
•
Define the business drivers
•
The non-technical definition of
SharePoint for our business
Which features do we
need most
•
Translate the business need
•
Focus on the key areas
•
Try to avoid needless complexity
Ask the tough questions
 The big questions
 Discover processes that can be incorporated – you might be surprised
 Dig into content, operations, roles, social
Information Architecture
Site Structure
Taxonomy
Content on the pages
Site Structure
•
Gotta talk to those users again
•
Departmental Driven Design –
Maybe not
•
Functional sites like
Can I do this all in one site collection?
The Good
The Bad
 Simple navigation settings
 Growth of content
 Master page gallery
 Scalability for the future
 Lookups
 Issues with unique security
• Uses managed metadata in navigation
• Consistency throughout all sites
Side Note:
Managed Navigation
• Can give the appearance of
seamlessness with multiple site
collections
Page Content
•
Uniformity across the sites
•
Important content at the top
•
A wireframe when starting can be
a big help
•
SharePoint Designer
Metadata
Taxonomy
• Content Types
• Discover what content will be in
SharePoint
• Could this be a search scope?
• Careful not allow sprawl here as well
Columns
 Users only have so much patience
 Further define content beyond the
properties of the document
Managed Metadata
•
A central and reusable taxonomy
•
Sharing content types across site
collections
•
Can be limited to certain locations
too
•
Folksonomy
IT/Operational Governance
Continuity and data protection
Policies
Security
Classification of content
Business Continuity
• Gotta keep the lights on!
• Monitor Performance
• Are there application SLAs in place already?
Policies
 Expiration of old content
 Storage quotas
 Looking at activity reports to find stale content
Customizations
 What if you had to migrate by the end of the year?
 SharePoint Designer?
 Third party solutions?
• Evolution of sandboxed
solutions
• Change in development tools
used
• Where will we allow apps?
• Who can deploy them?
Side Note – App Model
• Will we allow apps from the
store?
Security
Information architecture
•
Plays a role in security
•
Classification of the sites
•
Reduction in governance from IT as
content becomes more
collaborative
•
Impact on inheritance
Key areas of concern
 Inheritance
 Custom Permission Levels
 Custom Groups
 Direct Access
 AD Groups vs SharePoint Groups
Are you hosting compliant content?
 HIPAA, PII,
 Auditing Features within SharePoint
 Records Management
 Information Rights Management
 Approval of the content
What is your plan?
 Are there unique security requirements here?
 Who is the audience for this?
 Does out-of-the-box give us what we need?
 Enable the end users
• External Users
• Share Requests
• You can disable external
sharing!
Side Note – O365
Who does what?
IT
Site Owners
 Provide Training and Resources
 Access requests
 Active Directory Groups
 Proper provisioning
 Templates
 Who can know the content better than
them?
 Enforce the guidelines in governance
documentation
Search
 Keep important content in SharePoint
 Organize hierarchies using plain language
 Promote metadata usage
 Authoritative Pages
It all comes together in the end
 Well defined and organized site structure
 Effective use of content types and metadata
 Back to understanding the content that will be in SharePoint
 Will there be content outside of SharePoint that we will still have to see?
So, I left some stuff out…
 Workflows
 BDC
 OWA
 Search… kinda