Many businesses make critical mistakes when it comes to managing documents within SharePoint, often leading to disorganization and security risks. In this blog, we will explain common pitfalls and offers solutions to ensure a successful SharePoint implementation.
SharePoint Sites vs. Libraries:
SharePoint sites are essentially containers that can store various types of content, such as documents, lists, videos, and images. These sites can include multiple document libraries, which act like filing cabinets for organizing and storing company files.
A common mistake businesses make when transitioning to SharePoint is moving all their documents into a single SharePoint site. While this approach may seem simple, it’s akin to moving everything into one location without organizing or decluttering. This can create several issues, particularly around security, permissions, and long-term data management.
SharePoint Security:
SharePoint sites are designed to function as security containers. Setting security at the site level is the best practice for maintaining control and organization. If all company data, including sensitive information from different departments (Finance, Marketing, Sales, Operations), is stored in a single SharePoint site, it can create confusion and increase the risk of mismanaged permissions.
Although SharePoint allows for granular security settings, managing permissions within a single site can become complex and error-prone. Instead, it's recommended to create separate SharePoint sites for each department. This ensures that only authorized users can access sensitive information, simplifying security management.
Microsoft 365 Groups:
When implementing SharePoint, it's essential to consider Microsoft 365 Groups, which offer more than just a SharePoint site. For example, creating a "Finance" group automatically generates a corresponding SharePoint site, along with other tools such as an email distribution list, a group calendar, and a Microsoft Planner for project management.
Additionally, integration with Microsoft Teams can facilitate communication and collaboration, making the platform more useful for team-based work. This holistic approach helps streamline workflows and ensures data is organized and accessible.
Data Archiving:
SharePoint can also be used effectively for archiving older files and projects that no longer require regular access but might need to be preserved for future reference. Many businesses store files in SharePoint that are 10 to 15 years old. These can be archived by creating dedicated SharePoint sites for specific projects, which can be linked to a Microsoft Team.
Once the project is complete, the associated Team can be archived, which removes it from daily view without deleting any data. This strategy helps keep the main workspace organized while ensuring that older data is still accessible if needed.
External Sharing:
External sharing in SharePoint can pose significant risks if not set up correctly. For example, a company that consolidates all its data into a single SharePoint site might inadvertently expose sensitive information due to misconfigured external sharing settings. A simple mistake, like an employee sharing an entire document library with an external party, can lead to serious security breaches.
To avoid such issues, businesses should use multiple SharePoint sites to organize and control data sharing more effectively. Properly configured external sharing settings, combined with clear site boundaries, help prevent accidental exposure of sensitive information.
In conclusion, managing documents in SharePoint requires careful planning and structure. To optimize security, streamline data management, and avoid sharing mishaps, businesses should create multiple SharePoint sites tailored to specific needs—whether by department, project, or data type. By following these best practices, organizations can ensure their SharePoint environment is secure, organized, and efficient.
