This is a series of 9 articles. Click here for the full TOC
Previously we've talked about Development and Customizations Policies. Now to the final set of policies that are related to information architecture and operations.
This set of policies are the most important ones because they are going to be used on daily basis. It's all about deciding where to put the new coming sites, service offerings to your internal customer and more…
All companies usually servicing to the business four main types of sites that are fulfilling the business needs and a fourth one will be planned for future. These services offerings are:
With each offering, you need to define set of policies because depending on the offering the freedom varies. The figure below could articulate this idea:
The site management is controlled in this governance model.
For team sites management (Requesting a new Team Site, Deleting a Team Site, requesting a subsite creation and deletion a subsite),there is an automated solution that is ensuring the site owners get the required trainings, get the owner to agree on the licensing agreement between the owner and Your Company. Then, getting the management approval and finally actions to the administrator to do create/delete the site collections manually. For subsites creations and deletions, they will be logged and executed automatically.
The intranet would have one single instance and shall not have another site with same feature or same purpose. For subsites creations/deletions will be controlled by the Marketing Department.
The project site shall enable the self-service so that any group of people wants to create a project site, will click on a link and will automatically create a project site for them. The site will use the 60 days policy in order to disable the site if it didn't have any traffic or activities. The site deletion will not be automatic. Finally the subsite creation and deletions will be controlled by the project site owner.
Site quotas should create a balance between providing sufficient room for teams to store documents related to their project and helping the teams plan and respond to disk and database usage requirements. Short-term site quota considerations focus on ensuring the proper use of the site. Quotas prevent unmanaged or inappropriate site growth while enabling IT to quickly respond and guide end-users with their site usage.
Quota Warning Level
Default Quota Size Limit
Intranet Portal (publishing)
Auditing of indexing logs; search and index tuning.
Monitoring: Usage analysis and tuning.
Policy creation and enforcement
Determine content crawling of regional WSS sites (data sources and crawl schedules)
Assist with determining what data stays local in WSS and what data gets stored on the Intranet
Integrate regional WSS locations into Intranet
Enforcement of allowable / prohibited file type storage
Perform routine releases and upgrades to the application.
Create site templates for various business scenarios.
Responsible for modifying permissions for WSS sites.
These policies are subject to the Customization Policies. For example, Collaboration infrastructure Administrators will adhere to the site provisioning policy as defined under Application Usage Policies when provisioning sites.
Coordinate with Collaboration infrastructure Strategy Team for policy creation and enforcement
Cannot install custom web parts on the server without testing and approval.
Cannot install other apps including custom web applications. This specifically includes SQL Server applications.
No customization of site templates, definitions, or navigation without consensus of Collaboration infrastructure Administrators.
Read from the beginning: SharePoint Governance – Table of Content