sharepoint global strategy

I N F O R M AT I O N T E C H N O L O GY

SharePoint Global Strategy

December, 2012

I N F O R M AT I O N T E C H N O L O GY

o SharePoint eliminates the need to email documents

o Allows files to be stored in one locationo Easy access for all your employeeso Remote access to fileso Secure or public access

The Benefits of SharePoint

I N F O R M AT I O N T E C H N O L O GY

Opportunity for Improvement

o SharePoint has been in place for approximately two years

o Growth in departmental use has been exponentialo Need to create policies

and procedures to

ensure appropriate

and effective use

I N F O R M AT I O N T E C H N O L O GY

o Site Structure and Characteristics

o File Type Criteria

o Expired Site Management

o Customizations and

Development

Improvement Categories

I N F O R M AT I O N T E C H N O L O GY

o Unit or Department SitesPermanent and/or Temporary, Collaboration, Dashboards, Business Process Management, and Applications (workflow, forms)

o Records SitesPermanent, KnowledgeLake (scanned docs), Indexed, Searchable PDFs, Electronic Records, Workflows/Forms

o Events SitesShort-Lived, Timed Expiration, Internal Collaboration, Automatic Deletion Date

o Class SitesShort-Lived, Timed Expiration, Collaboration

Site Structure and CharacteristicsSites will now be defined for better management

I N F O R M AT I O N T E C H N O L O GY

Acceptable File Formats

o Word (doc, docx)o PowerPointo Visioo Excelo Projecto PDFo Microsoft Access Database (mdb)

File Type Criteria

I N F O R M AT I O N T E C H N O L O GY

Prohibited File Types

o Moving Picture Experts Group (mpeg1, mpeg2, mp3)

o Audio Video Interleave (avi)o Flash (flv)o No software (file sharing programs,

games, etc.)

File Type Criteria

I N F O R M AT I O N T E C H N O L O GY

Applies to Class and Event Sites Only

Sites untouched for 370 days will be slated for automatic deletion. Site owners will be provided with 4 notifications before the site is automatically deleted. During this time, owners can stop the deletion process.

Expired Site Management

I N F O R M AT I O N T E C H N O L O GY

To maintain security and a stable environment, all customizations and development work will need to be contracted through IT Next Gen Services.

Customizations and Development

I N F O R M AT I O N T E C H N O L O GY

o Meet with constituents and gather feedback

o Refine messageo Sign-off from Central

Administrationo Communication to

university community

Next Steps