It’s how you use SharePoint 2010 that decides the value it brings 2

In my last post ‘It’s how you use SharePoint 2010 that decides the value it brings’ I covered how setting the right level of permissions when you publish with SP2010 is critical to the value it can bring to your organisation.

In this post I will cover how vital it is to set the right level of permissions for people using the information published.   The value to be gained by your organisation can vary tremendously depending on how effective this is done.

Factors to consider for people using SP2010 content are:

1. Mobility

It is vital that people can use SP2010 wherever they need to be for their work.  This may not be in their normal place of work.  People are more mobile and need to use it from their mobile device, laptop or even other people’s equipment.

You need to get the balance right so there is no or minimal risk to security and maximum benefit through time saved not having to go back to your workplace or contacting colleagues for the information you need (and stopping them from productive work).

The information needs to be presented in the best format and SP2010 isn’t very good with that.  For mobile devices it is WAP, text only, format which is poor compared with what other publishing tools are capable of.  C’mon Microsoft – improve it!

2. Security

It is important that people can use the information they find.  It’s critical that it is the correct information they find too.  By this I mean they don’t stumble across some sensitive content.

It may be your organisation is regulated and you need to set different permission levels for people in one part of your organisation from another.

So, make sure when SP2010 is set up, the correct permissions are allocated for everyone depending on their employment status, which part of the organisation they belong in and the grade and role of individuals.

If you get this right it will again minimise the risk of a breach in security while making sure people can use the information they need for their work.

3. Accessibility

What do you want people to do with the information they find?  While most people only want to view it, other people may want to contribute and build on to what exists.

So you need to set the correct permissions so only the right people can change it while others can read it but need to ask the owner before they can update it.

It is important to remember the different types of content published in SP2010.

Accredited content will most likely be owned and managed by one person.  Only they should change what is published.

Collaborative content can be owned by one person, group or be everyone.  It is important permissions are correct so the information can be updated and increase in value with each contribution.  Remember:

IT IS HOW YOUR ORGANISATION USES SP2010 THAT WILL DECIDE WHAT VALUE IT BRINGS.

More on how people can distinguish different types of content in SP2010 in my next post.

7 responses to “It’s how you use SharePoint 2010 that decides the value it brings 2

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  3. Security and access are a very good point Mark. My current global organisation, with 3 global data centres for 50,000 staff, surprisingly enough does not have a well managed Active Directory setup. This means our global SharePoint protals are veritable sea of badly setup, mismanaged and orphaned access control groups.

    My last organisation was far smaller (c. 6,000) and also had not will to central manage permissions via Active Directory.

    My last job in the UK was at the other end of the spectrum, the IT division put a lot of effort in managing Active Directory, giving training and devolving permissions to local IT support staff etc. Now they did not use SharePoint (not then anyway) but it was a LOT easier to manage adding people to both EMC Documentum and EMC eRooms due to the general care and attention paid to centralised management of access control via AD.

    • Jed,

      I believe SharePoint 2010 has raised the need for an accurate record of who has access and what they have access to.

      Organisations with third parties especially who don’t are taking big risks.

      Mark

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