As part of your SharePoint 2010 strategy you need to get the governance right for your organisation’s intranet – restricted if you are highly regulated, looser if you are creative and innovative - for publishing and for accessing and using the information. Setting the right level of permissions for people publishing and using SharePoint 2010 is critical to the value it can bring to your organisation.
What level of control do you need centrally? What level of control do publishers need? You need to understand the key roles when using SharePoint 2010. Getting the balance right and assigning permissions to MySites, TeamSites and MyProfile is critical to your organisation gaining the full benefits expected.
You must be very careful about who you give site collection administrator rights to. There are other levels of permission you can give publishers to create pages and sub-sites, edit content or just read only for some parts of the site collection without making them site collection administrators. Site collection administrators are responsible for training, awareness and education of authors.
To encourage collaboration and innovation using SharePoint 2010 you may want to have looser control and remove unnecessary barriers that prevent this happening. But you really want tighter management of the corporate memory in documents with an audit trail and limit permssion rights here.
The roles needed for publishing and managing the site information are:
Site Collection Administrators
A site collection administrator manages a collection of sites.
- A governance model will help decide how many site collection administrators are needed and who they will be.
- Sets the level of permissions for anyone using the Site Collection and content and are trained on how to use it.
- Review the content published for best practice and help make sure it is managed properly.
- Make sure policies, such as information security and information retention, are understood and followed.
- Make sure the Site Collection is reviewed regularly and either renewed or deleted.
A site administrator manages the site.
- The site collection administrator sets permissions for whoever will be the site administrator.
- Advise authors how to access and use SharePoint, grant or remove access to the Site.
- Regularly review the content published by authors on your Site for best practice and help make sure it is managed properly.
- Agree and implement the structure and access control permissions required for your Site lists and document libraries.
- Make sure policies, such as information security and information retention, are understood and followed by authors publishing on the Site.
- Make sure the Site is reviewed and either renewed or deleted by acting on the site expiry messages.
An author publishes content to the areas of the site they have permission to use.
- The site administrator sets permissions for whoever will be an author and the areas of the Site they can use.
- Make sure policies, such as information security and information retention, are understood and followed when publishing to the area(s) of the Site with permission to use.
- Make sure the expiry messages are acted upon and content is reviewed and either renewed or deleted.
My next post will be on SharePoint Designer.