By Tori Moffat
This document reviews best practices for sharing, organization, and permissions when using SharePoint and OneDrive.
Where best to save files, in OneDrive or SharePoint
a. Typically, files you work on alone or wish to keep private would be stored in your OneDrive. Files stored in OneDrive can only be accessed by the OneDrive owner unless they are shared. Files that are going to be collaborated on or multiple people will require access to, should be saved in SharePoint. Users can work on files in their OneDrive and when ready move them to a SharePoint.
How best to share/send OneDrive and SharePoint files
a. To avoid version control issues when working with others on a document, work directly in SharePoint. Shared history can be seen of who accessed and edited. Share the link to the SharePoint document and work in your team/department's SharePoint Site rather than attaching it to an email. While you can use OneDrive to share documents, it is intended for personal use. Keep in mind SharePoint can be accessed by multiple people. If you have sensitive information control who can see it via site membership or how you share the document.
View and manage who has access to a document in SharePoint
a. If you are concerned about who can access/edit a document in SharePoint, users can see the history of a file by following the steps below
i. Open your SharePoint Site
ii. Find the file that you would like to check
iii. Hover your cursor over the file name
iv. When the information pop-up opens, click on see details
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v. On the details pane that opens on the right side of the screen, select Views or manage access depending on what course of action to take
SharePoint Organization
a. Ensure when uploading files to SharePoint that documents are named and clear for other users to find.
b. Once a year review what has been files/folders have been accessed and consider deleting or making an archive folder to delete after a longer period of time. The length of time depends on the record requirements of the office.
c. When setting up SharePoint, agree as an office where files can be uploaded, and new folders created.
i. There is a “documents” area in SharePoint. Save documents there and follow the agreed upon office file structure set in place. Site owners are a good resource for questions on where new folders can be created or files saved.
Granting Permissions
a. SharePoint members will be able to access the documents in it. If permissions should be limited, grant users the lowest permission levels to certain folders if the entire site should not be accessed.
b. If a group of people will be accessing only part of the SharePoint site, such as a specific folder, SharePoint Owners can create groups of users and manage access. Avoid granting permissions to a group of individuals if that group is likely to need access to materials in the future. This can help simplify user management.
c. Limit the number of Owners a SharePoint has. Ensure there is adequate coverage for owners to be out of the office but keep the group small as it can access everything and make sitewide changes.
d. If an office ends up having a great deal of sensitive data that needs to have limited access, a second more secure SharePoint can be created for less user management. This is up to the SharePoint Owners and how data is used. If interested submit a ticket to ITS to create another SharePoint with a list of owners and members.
Request another SharePoint or delete a SharePoint
a. To request another SharePoint please email the Service Desk with the following information:
i. The name of the person(s) who will be the owner and responsible for the site.
ii. Department/office requesting the site
iii. Brief title and description of the site
iv. A list of members who can access the entire site
b. To delete a SharePoint, first save or migrate all data that should be saved. If you need help with this, include that information in your ticket. Please email the Service Desk with the following information:
i. The name of the SharePoint site to be retired
ii. Brief description of why it is being retired
iii. Confirmation that site members have been informed and know this change is occurring
iv. Any document migration needs