Your department has been given access to the new intranet based on the SharePoint platform. Should you panic or relax? Perhaps, do both but not enough to raise your blood pressure. SharePoint is not the culprit for department clutter on the intranet. Before you start making plans on moving your collection into your department’s SharePoint site, find out the following: Point of contact for the SharePoint site; Metadata; Metadata structure; Type of permissions that exist on the SharePoint site; Collection format.
Point of Contact
Departments look to the Records Manager, Library Director, and Knowledge Manager, for example, to be the main person who will be instrumental in organizing the collection on their department’s SharePoint Site. Unfortunately, many times it hardly goes to the next step and clutter begins to grow in the department’s site.
The next step would require you to find out who created the basic SharePoint site for your department. Who would the Records Manager, Library Director, or Knowledge Manager talk to about their department’s site? Hopefully, your organization already has a contact list for the many different facets of the SharePoint intranet. Then, your job would be easy because you can go straight to that person on your SharePoint maintenance or structure contact list. Even if you do not have a “contact list”, your contact will usually be found in IT.
If the contact is not in the IT department, you will have to trace how the SharePoint Intranet was created for your department. Find out who the technicians, architects, or developers were of the intranet.
Once you locate them, then you will need to get them to share how they have defined the metadata and if it meets with your department’s definition. It is essential to understand how the records for your department will be organized.
Chances are that your metadata will not match with the enterprise metadata. It depends how closely your collection has been identified with your organization. Can you easily export your metadata in the record format from your integrated library system into the database (Oracle, SQL, MSDE,etc) used for SharePoint? Will your records have to be changed to fit the new platform? Can you just embed a web part to display your integrated library system to save you from a lot of grief?
The best way to compare your organization’s metadata against your department’s metadata is to create an Excel Spreadsheet. This will help you not to duplicate any folder structures and avoid “other” folders of information that may clash. Through the Excel Spreadsheet system, you will avoid adding or changing terms. This would allow uniformity from within your organization. This will really avoid clutter. Here is an example of the Excel method.
The Excel method helped me match the organization’s subject areas with the library collection’s subject areas. This could also work with records of the organization with matters related to HIPPA, HR; Legal; Management and Support; Projects.
Matching up the concepts into a code could help you further connect subject areas and data associated with it.
The type of permission you have can help or hinder your progress into getting your library collection available to the organization’s staff. In order to be able to do anything to your department’s site, you will have to find that point of contact for the intranet. Ask for the site owner. The site owner can assign permission levels (or called site groups before Windows SharePoint Services 3.0). Take this chart to the site owner and then you will be able to know whether you can do anything with your department’s SharePoint site or will IT have to do whatever you need completed for your department‘s record or library collection.
Default permission levels in Windows SharePoint Services 3.0
||This permission level contains all permissions. Assigned to the Site name Owners SharePoint group, by default. This permission level cannot be customized or deleted.
||Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site. Not assigned to any SharePoint group, by default.
||Can add, edit, and delete items in existing lists and document libraries. Assigned to the Site name Members SharePoint group, by default.
||Read-only access to the Web site. Users and SharePoint groups with this permission level can view items and pages, open items, and documents. Assigned to the Site name Visitors SharePoint group, by default.
||The Limited Access permission level is designed to be combined with fine-grained permissions to give users access to a specific list, document library, item, or document, without giving them access to the entire site. However, to access a list or library, for example, a user must have permission to open the parent Web site and read shared data such as the theme and navigation bars of the Web site. The Limited Access permission level cannot be customized or deleted.
NOTE You cannot assign this permission level to users or SharePoint groups. Instead, Windows SharePoint Services 3.0 automatically assigns this permission level to users and SharePoint groups when you grant them access to an object on your site that requires that they have access to a higher level object on which they do not have permissions. For example, if you grant users access to an item in a list and they do not have access to the list itself, Windows SharePoint Services 3.0 automatically grants them Limited Access on the list, and also the site, if needed.
Digital, Physical, Hybrid Collection
Once you know how much you can do with your department’s SharePoint site, then you will have to tackle how your collection will be represented in your organization. Do they want your department to eliminate paper copies or can you have backups making your collection into a Hybrid collection of Physical paper and digital copies.
Each item will need to be identified by a unique identifier like a bar code. That would help link the physical and the digital records. SharePoint can help you track who has what record through workflows but if you will have to re-catalog your department’s collection, size and time will have to be considered for you helping your department to avoid the “clutter effect” in your department’s SharePoint site.
No matter how you look at it, in order to have a great information literate staff under your department’s subject of interest, you will need to plan and design policies, taxonomy, governance, imaging for your records. An audit will be required to make sure everything fits together. You want to avoid the folder called “other”. You want everyone to be able to know what is in the collection and how to access it. Hopefully, to keep everyone SharePoint Information Literate, you can work with the “site owner” of the SharePoint site or the IT department to help you use the “Out of the Box” features that SharePoint provides before any customization is needed.
About the Author
Lorette Weldon is the teacher and creator of the online course, Microsoft SharePoint for Non-IT Users (Enroll today at https://www.udemy.com/microsoft-sharepoint-for-non-it-users/?couponCode=XL04bc ).
Editor’s Note – this article first published in Computer Savviness – and republished with the author’s permission.