For the uninformed, SharePoint’s massively configurable permission schema can be overwhelming. If you have recently taken on the responsibility of administrating your team’s SharePoint site and know very little about SharePoint permissions then this post is for you. SharePoint security is endlessly customizable and the user interface stinks, but with a little patience you can take control of your information.
Step 1: Choose a mantra – Security policies are set up to accomplish two goals: giving the right users access to information they need access to and stopping the wrong users from seeing information they should not see. Depending on the nature of your industry, company, or project you will probably find yourself leaning towards one of these goals. Do you want a site where only a few select people can view and edit documents? Do you want a site where many people will be able to stumble across and learn about what your team is doing? Your real mix will always be somewhere in between, but come to a general mantra on whether your information will be accessed on a need to know basis, or whether your information will be protected on an as needed basis. Is the general idea to restrict only when needed or to allow access only when needed? Write down your information security mantra and hold it up and use it to make decisions throughout the rest of this process.
Continue reading “Implementing a SharePoint Permissions Plan in 5 Steps (Part 1)”
Minimize storage consumption in SharePoint
One of the biggest rising issues in the information technology world is the exponential growth of user driven data demands. Due to the boom in technology the need for memory has consistently increased exponential and shows no signs of slowing. Both small and large organizations are seeing their users consume data storage space as fast as it can be allocated. This results in large costs of both the allocation and management of the data. Auditing becomes a nightmare, as many versions of each object get saved. Companies are spending millions on the data storage and these numbers will grow as time passes and with the growth in business.
It’s a big challenge for administrators to equally allot memory space to each user, as the more space they allocate, the more space users’ demand. There are, however, other options an organization can take to minimize the memory consumption instead of buying more memory space.
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Turbo Boost Your SharePoint Adoption
As more and more companies move their intellectual knowledge towards SharePoint we are see a growing SharePoint adoption problem. SharePoint gets set up, files get moved over, communications and user accounts are sent out, and yet people continue to use SharePoint like a network drive. Part of the problem is email. Users like email; the interface is familiar and people are used to organizing and searching for their information in email. When SharePoint is implemented many people will download documents from SharePoint into the email attachments and then communicate around those documents through email. The document is now out of SharePoint and all versioning and security is lost.
Continue reading “Data Duplication and Resource Management”
Site Mailboxes vs. EasyBox 2013
With SharePoint Online comes a heavily advertised feature called Site Mailboxes. Does this mean SharePoint is merging with Outlook? Not really. Site Mailboxes simply allow emails to be sent to a SharePoint document library, the same as the Email Enabled Document Libraries of 2010. The problem is that, as with any email, the first time someone forwards it outside your organization or opens it outside of Outlook you lose tracking capabilities and your email is gone.
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