SharePoint governance is a complex and ongoing process. This means that we need to keep refining our practices and rules, as the organisation evolves and requirements change.

We have divided the process of SharePoint governance in five workshops:

1. Define roles and responsibilities

2. Define workflow and information architecture

3. Define rules for intranet site creation, management and decommissioning

4. Determine training needs

5. Define security controls, and groups and permissions

Image for post
Image for post

The above figure gives an overview of the various steps involved in SharePoint governance. It also shows the different types of SharePoint sites that an organisation can have. We will now proceed to explain each of these in detail.

Image for post
Image for post

1. Define Roles and Responsibilities

Hierarchy of divisions and departments within the company, and the employees associated with each of them.

SharePoint services evolve over time. It is one of those enterprise applications that seems to intertwine itself with different corporate functional layers.

It is important to know all the roles that are directly involved and required to provide SharePoint services, and what their responsibilities are.

Image for post
Image for post

Click Here to download the excel template.

Image for post
Image for post

2. Define Workflow and Information Architecture

A typical organization contains multitudes of contents, that are growing at an exponential rate, ranging from related content to independent, relevant and active content to historical and hoarded.

This diversity and volume presents a challenge when designing an enterprise content management.

Designing taxonomy and content types, provides a much richer set of capabilities to organize information by abstracting away the single dimension of a folder structure and enabling the multiple facets available to organized information.

Image for post
Image for post

It is Collection of concepts of a given subject organized in a hierarchical tree structure.

Typically, organisations use folder structure to store and organize files on computers. Using a physical folder is limiting, because it is only one-dimensional, and one has to click through the physical structure to locate content.

Taxonomy is used to associate terms to a unit of information, using metadata instead of physical structures. Metadata allows to associate a term with a piece of content, without affecting the content’s physical location, thus, making it multidimensional and easily accessible for enterprise search.

Image for post
Image for post

Imagine, you have to organise your collection of books, as well as beer. You can organise books by title, author and genre. You can organise beer by brand, type of beer and country of origin.

You can store books and beer at the same location, but they will still be organised by the information that is relevant to them: books by title and beer by brand. This is the concept of content types in SharePoint: content types are types of files or other items that share common properties.

For example, a company may have two widely-used content types: invoices and expense reports.

Image for post
Image for post
Image for post
Image for post

3. Define rules for intranet site

SharePoint allows you create multiple SharePoint sites. Each site is an independent workplace for a particular division, department, project or team, with its own set of security settings. This is important as a site should only be accessible (to view or edit) to relevant users, and not to everyone in your organisation.

Image for post
Image for post
Image for post
Image for post

Click Here to download the excel template.

Image for post
Image for post

4. Determine Training Needs

Image for post
Image for post

5. Determine for Security Controls and Permissions for Groups

Users are organized into groups and security is set at the group level.

Image for post
Image for post

Full Access:

Contribute:

View Only:

Image for post
Image for post

Click Here to download the excel template.

Visit Bodhi 360 for:
SharePoint and Office 365 Services
Sitefinity Web Development

Office locations:
Mountain Trading House GmbH — Jena, Germany
Cogitare 360 LLP — Patna, India

Written by

We provide SharePoint, Office 365 and Sitefinity development services. http://bodhi360.cloud/

Get the Medium app

A button that says 'Download on the App Store', and if clicked it will lead you to the iOS App store
A button that says 'Get it on, Google Play', and if clicked it will lead you to the Google Play store