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How to Administer SharePoint Seamlessly

By CIOReview | Monday, May 8, 2017

Ever since 2013, Microsoft has been assisting organizations with their innovative web-based collaboration platform SharePoint. The underlying technology for all the SharePoint sites is strengthened by the firm’s erstwhile SharePoint foundation—a manageable, web-based collaboration platform. Today, the evolving SharePoint platform allows organizations to create websites, use Office 365, and store, organize, share and access information securely from any device and from any location using a web browser. The effectiveness and successful utilization of SharePoint depends on the strategic planning and approach.

Microsoft’s offering includes

SharePoint Online: A cloud-based content management service focused on businesses of all size. The services can be availed on subscription basis instead of deploying the full SharePoint server on-premise. The solution allows creating sites for document sharing between users. Furthermore, the integrated Office 365 file storage and sharing allows storing files as well.

• SharePoint Server: The SharePoint Server comes with all the features of SharePoint foundation. The server can be installed on on-premise. Besides content management, the server offers business intelligence, personal sites, and enterprise search. 

• SharePoint Designer: The application allows building powerful, workflow-enabled solutions and also edits external content types for an external data solution based on Business Connectivity Services. 

Governing SharePoint

Take a look at some of the guidelines that can be adopted for seamless management of SharePoint in an organizational environment:

1. Open Channel

The SharePoint administrator enforces the overall governance process and application best practices depending on the employee criteria like designation. This improves communication with various site owners, developers as well as the content owners. SharePoint administrators also initiate that conversation and keep it going, with notifications, and prompts to keep the users engaged.

2. Automation

Make use of the SharePoint primary governance tools. Use the background workflow that provides follow-up actions and audits to automate the access request, reported issue, item recovery, and suggest enhancement.

3. File Deletion Control

Only the administrators and site owners should be granted permission to delete files. This can protect even accidental deletion of confidential information from the sites.

4. Activity Monitoring

Monitor the regular user activity and attention to a particular site. Once the project is completed, make sure the page is removed or deleted.

5. Administration

As the SharePoint effectiveness as well as usage conveniences are empowerment-based, it leaves most of the administrative responsibilities to the end users. Thus the administrator should be careful in enforcing and setting file expiration dates, upload limits, storage quotas, and other account rights.

6. Disable Customization

Never allow customization of the sites in SharePoint as most of the updates as well as patch codes might collapse with the customization codes. Such incompatibility issues could disable certain functions or even crash the whole site.

7. Content Life

As files get older, the user fetches it rarely. So allowing content owners to estimate the average shelf life of the content is important. This allows to seamlessly archiving the contents when their shelf life expires, simplifying resource allocation, and saving space.  

8. Tag Contents

Ensure that all the contents that enter the particular organizations SharePoint environment are tagged and are available with the platforms search and navigation capabilities. Never allow any undiscoverable or stand alone contents unless it’s really confidential.

SharePoint administration includes installing, configuring, and upgrading SharePoint systems, managing system operations, and services. If configured and installed with the best implementation criteria, the SharePoint administration can be seamless.