sharepoint policy - worc

SHAREPOINT

POLICY

Title: SharePoint Policy

Reference: UW-SGP-01

Classification: Author(s):

Public Deputy Director - IT Service

Status: Approved document

Version: 6.0

File Name: SharePoint Policy

Table of Contents

1. OVERVIEW ..................................................................................... 3

1.1. DOCUMENT OBJECTIVE ..................................................................................................... 3

1.2. RELATED DOCUMENTS ...................................................................................................... 3

1.3. DOCUMENT CONTEXT ........................................................................................................ 3

2. SITE ARCHITECTURE ....................................................................... 4

2.1. HUB SITES ...................................................................................................................... 4

2.2. SITES ............................................................................................................................. 4

2.3. GRAPHICAL REPRSENTATION OF SITE ARCHITECTURE ............................................................. 5

3. SECURITY ....................................................................................... 6

3.1. ROLES ............................................................................................................................ 6

3.2. SECURITY MODEL ............................................................................................................. 6

3.3. NUMBER OF GROUP OWNERS .............................................................................................. 7

3.4. SHARING/ACCESS REQUEST SETTINGS .................................................................................. 7

3.5. FOLDER AND FILE LEVEL SECURITY ....................................................................................... 7

3.6. EXTERNAL SHARING .................................................................................................... 7

4. NAVIGATION ................................................................................. 8

4.1. TWO TYPES OF NAVIGATION .............................................................................................. 8

4.2. HUB NAVIGATION ............................................................................................................ 8

4.3. QUICK LAUNCH NAVIGATION .............................................................................................. 8

5. LOOK & FEEL .................................................................................. 9

5.1. SITE TEMPLATES............................................................................................................... 9

5.2. CUSTOM BRANDING ......................................................................................................... 9

6. RETENTION AND DELETION.......................................................... 10

6.1. CONTENT RETENTION POLICY ........................................................................................... 10

6.2. SITE RETENTION POLICY................................................................................................... 10

7. THIRD PARTY TOOLS AND INTEGRATIONS ................................... 11

7.1. OUT OF THE BOX FUNCTIONALITY ....................................................................................... 11

8. ONEDRIVE FOR BUSINESS BEST PRACTICE .................................... 11

9. MICROSOFT TEAMS BEST PRACTICE ............................................. 11

10. TRAINING & ONBOARDING .......................................................... 12

10.1. EMPLOYEE TRAINING REQUIREMENTS ................................................................................ 12

10.2. EMPLOYEE TRAINING DEADLINES ....................................................................................... 12

11. IT SERVICE DESK SUPPORT ........................................................... 13

11.1. SHAREPOINT SITE REQUESTS ........................................................................................... 13

11.2. SHAREPOINT SUPPORT .................................................................................................... 13


1. OVERVIEW

1.1. DOCUMENT OBJECTIVE

The main objective of this document is to set guidelines related to the use and administration of the SharePoint at the University of Worcester.

Revision History

Revision Date Description Revised By

1 24/11/20 Draft Governance Plan TG

2 01/12/20 Alterations from meeting CG/GA/IS/JS/TG

3 04/12/20 Prep for ITMG Review MW/CG/GA/IS/JS/TG

4 05/01/21 Final draft for approval MW/CG

5 11/01/21 Final draft for ITGG MW/CG

6 13/01/21 Final amendments following ITGG feedback

CG

1.2. RELATED DOCUMENTS

Document Name Revision Author

University Records and Document Retention Schedule

V3 GH

1.3. DOCUMENT CONTEXT

For this document SharePoint as service at the University of Worcester is defined as a document storage and collaboration area.

SharePoint should be used to share departmental, school, or specialist area-specific information that can be worked on collaboratively or shared with colleagues internal to the institution or partners external to the University.

The O: Drive (current departmental, school, or specialist area file storage solution) will remain, it is advised that new information is stored on SharePoint and overtime data is migrated from the O: Drive to SharePoint.

SharePoint should not be used to create internal web pages or be a platform for an Intranet. Tools for creating those types of pages will follow shortly.


2. SITE ARCHITECTURE

2.1. SITES

Sites are the areas of SharePoint that hold information relating to departments or schools or specific business purposes. Sites hold documents and other information pertinent to these areas.

The SharePoint environment at the University of Worcester consists of the following types of sites:

• School/Departmental Sites

• Specialist Purpose Sites

School/Departmental Sites are sites that are only accessible by those who are part of the Professional Service area or School following the University departmental structure.

Specialist Purpose Sites are sites that the University has created in response to a bespoke need.

Sites are managed by Site Owners.

Sites for Schools and Departments will have three document libraries by default:

1) Sharing – designed for sharing information widely around the University 2) Departmental – designed for sharing information within the department 3) Managers – designed for sharing information only within the Senior Management Team

of that area.

2.2. HUB SITES

Hub Sites provide the means to organise and combine separate sites (see section 2.1) into logical groupings. Sites that are part of a Hub Site share the following common attributes:

• Common navigation

• Common Theme/Colours

• Unified Search

• Roll-up of News and Events

Hub sites are managed by Hub Owners.

Sites can exist outside of Hubs or part of a Hub as shown below

https://sharepointmaven.com/how-to-create-hub-sites-in-sharepoint-online/


2.3. GRAPHICAL REPRESENTATION OF SITE ARCHITECTURE


3. SECURITY

3.1. ROLES

Though SharePoint and Office 365 have their own pre-defined security roles, below is a list of Security Roles defined by IT Service:

Role Name Authority

Site Owner

• SharePoint Permission Level – Full Control

• Can delete sites

• Can change permissions (add or remove users)

• Can upload, share and delete content

• Create subfolders within a document library

• Can request a new document library

• Recover documents

Department / School

Manager

• Description: A manager within a department

• Department Site Owners will create lists of members of their own SMT

• SharePoint Permission Level – Edit to SMT Area




Department / School

Member

• Description: A member of a department

• IT will create lists of members of each school and department

• SharePoint Permission Level – Edit to Member Area

• No access to SMT Area




Hub Owner

• SharePoint Permission Level – Full Control

• Manage content on hub site

• Request collections to link to hub site

Internal User

• Description: A member of the University who is not already a Member of the site.

• Read and/or edit document(s) dependant on rights given by Site owner or member.

External User

• Description: Someone external to the University

• Read and/or edit document(s) dependant on rights given by Site owner or member.

Additional or custom SharePoint security roles can be requested through the IT Service where options will be discussed but its recommended to use the out of the box groups whenever possible.


3.2. NUMBER OF SITE OWNERS

Each site shall have a minimum of two and a maximum of ten site administrators.

3.3. SHARING/ACCESS REQUEST SETTINGS

By default, all sites, files, and folders within SharePoint can be shared by Site Owners & Members with users within the organisation. Site Owners can restrict internal sharing via the IT Service.

As a default external sharing will be disabled. Site Owners must request external sharing through the IT service (see section 3.5).

3.4. FOLDER AND FILE LEVEL SECURITY

When applicable, unique file and folder security can be set. In those cases where certain files or folders must be hidden from a group of users a request should be logged with the IT Service where options can be discussed.

3.5. EXTERNAL SHARING

External Sharing (sharing of content with users outside of The University.) is allowed and can be done under following conditions:

• External sharing must be requested via the IT Service.

• Anonymous sharing is allowed however this practice is discouraged and where possible external users be authenticated.

• File and folder sharing is preferred, while external sharing of site collections shall be minimised.

https://sharepointmaven.com/how-to-share-files-and-folders-externally-in-sharepoint/


4. NAVIGATION

4.1. TYPES OF NAVIGATION

The University employs the following two types of navigation. They are:

• Hub Navigation

• Quick Launch Navigation

4.2. HUB NAVIGATION

Hub Navigation is the umbrella navigation for all the site collections that are part of a given Hub. It is to be managed by the Hub Owner only.

4.3. QUICK LAUNCH NAVIGATION

Quick Launch Navigation is the navigation that appears on the left side of a site or on the upper right-hand side of a hub site. Quick Launch Navigation shall link to content specific to a given site collection. It is to be managed by the Site Owner.

https://sharepointmaven.com/3-types-of-navigation-in-sharepoint-online/

https://sharepointmaven.com/how-to-create-hub-sites-in-sharepoint-online/


5. LOOK & FEEL

5.1. SITE TEMPLATES

The following is a list of available sites. The site template must requested by the Site Owner.

Template Name Purpose

Hub site High level site for associated school, department or specialist sites.

School/Departmental Sites

Single department or school site based on University structure used for corporate storage.

Specialist Purpose Sites

Single sites created for bespoke business requirements.

5.2. CUSTOM BRANDING

As the University employs only out-of-the-box functionality no custom branding or custom themes are allowed within the University’s SharePoint environment. Different colour themes will be used to identify different site types, these themes will be set centrally and cannot be customised.


6. RETENTION AND DELETION

6.1. CONTENT RETENTION POLICY

Records retention is an important area of GDPR compliance, particularly in relation to storing files online through services such as SharePoint.

All staff are responsible for adhering to the University’s Documents & Records Retention Schedule found on this page here.

Schools and Departments are therefore also responsible for the suitable retention of files in SharePoint and their deletion as required. This will not be routinely be undertaken by IT Service.

Administrators should also ensure they routinely process data in accordance with Data Mapping Returns.

For further information please consult the Information Governance webpages and use the contact details section to send on any enquiries that the webpages do not address.

Training in this area is available, please contact the Human Resources department for more information on booking this.

6.2. SITE RETENTION POLICY

School/departmental sites will be retained indefinitely with their content managed by their Site Owner as per 6.1 above.

Specialist sites with 365 days of inactivity will be “flagged” for the review by the Site Owner and will be deleted if the Site Owner does not request an extension.

https://www2.worc.ac.uk/informationassurance/content_images/Document_Retention_Schedule_MASTER(3).pdf


7. THIRD PARTY TOOLS AND INTEGRATIONS

7.1. OUT OF THE BOX FUNCTIONALITY

SharePoint sites will utilise out of the box functionality for simplicity, therefore no third-party tools or integrations are allowed in its environment. Any exceptions or special requests must be brought to the attention of IT Service to assess and will be considered on a case by case basis.

8. ONEDRIVE FOR BUSINESS BEST PRACTICE

OneDrive for Business should only be used to store and share personal documents belonging to

the author.

Corporate documents required by multiple individuals, schools or departments at the

University must be stored on SharePoint.

9. MICROSOFT TEAMS BEST PRACTICE

Microsoft Teams sites can be defined as a short-term collaborative area used for a time-limited

project or joint venture. Teams sites allow groups to work collaboratively to achieve a goal.

Teams is designed to consolidate every aspect of collaboration, not just document

management and sharing through instant messaging, calendars, project tools, and more.

https://sharepointmaven.com/why-i-stick-to-sharepoint-out-of-the-box-functionality/


Teams is part of the SharePoint environment, and co-exists with SharePoint sites, as shown in

the diagram below:

10. TRAINING & ONBOARDING

10.1. EMPLOYEE TRAINING REQUIREMENTS

Site Owners must undergo SharePoint Owner training as part of the onboarding of a requested site, it’s also strongly recommend that all Members of a site undergo basic SharePoint beginner training.

10.2. EMPLOYEE TRAINING DEADLINES

Members must complete required SharePoint Training within two months from their start date


of employment.

Site Owners must complete required SharePoint Training prior to the commencement of their duties.

11. IT SERVICE DESK SUPPORT

11.1. SHAREPOINT SITE REQUESTS

The following information shall be collected for new Site Requests within the IT Service:

• Proposed site name (Please note guidance will be given on naming conventions).

• Purpose of the site

• Type of site (Specialist or School/Department)

• Who will be the Site Owners of the site?

• Does the site require external sharing?

11.2. SHAREPOINT SUPPORT

The following diagram illustrates the escalation process for SharePoint Site Requests.