General Information
Administration Procedures
Site Information Document
Microsoft Office Web parts and components Add-in
General Information
What is Sharepoint?
- Sharepoint is a web portal tool that empowers users to quickly create and maintain web sites and to support collaborations.
Why Sharepoint?
- System Administration executive officers and department heads identified collaboration support as an important need.
- Collaboration portals need to be controlled by the user.
- They need to be easy to create & maintain - But centrally organized and secured.
What Types of Sharepoint site are we allowed?
- Departmental
- Workgroups & Taskforces
- Project Teams
- External Collaborative Groups
Features of Sharepoint sites
- Calendars
- Events
- Documents (with version control)
- Threaded Discussions
- Lists
- Tasks
- Surveys & Elections
- Special Features (weather map, news feeds etc.)
Administration Procedures
Proper management and use of collaborative tools are basic requirements for protecting U.T. System Administration Information Resources . While enhancing the efficiency of workgroup collaboration by allowing groups to independently manage their sites, these tools must be centrally administered and secured.
Overview of Program:
• All SharePoint sites will be used in accordance with the Acceptable Use policy and the policies contained in the Information Resources Security Operations manual unless otherwise approved by an Executive Officer.
• The Department Contact or Department Head shall complete a SharePoint Site Information document which includes the following information:
- Statement of purpose for the site
- Site duration
- System Administration department sponsoring the site
- Responsible Party. This is the department head or other designated person who has ultimate administrative authority for the site.
- Site Administrator
- Content Coordinator. Responsibilities of this individual include ensuring that appropriate document retention guidelines are being followed, content is appropriate and in accordance with the statement of purpose, and that routine maintenance of content is performed.
- Link to the Acceptable Use Policy
• Each site shall make the Sharepoint Information Document available to all site members via the shared document library.
• OTIS shall create all top level sites upon receipt of a SharePoint Site Request form that has been approved by the responsible party.
• Sites that exhibit no activity within one year will be migrated to alternate media and stored.
• To preserve the security and confidentiality of sensitive information, confidential documents shall not reside within collaborative tools.
• Site size is determined by availability of storage resources and business need. The Director of Information Resources or designee shall approve any increase in site capacity based on an analysis of the site content and purpose.
• All activity on U. T. System Administration Information Resources assets is subject to review.
• OTIS, in cooperation with the site sponsor, retains the right to remove any collaborative site that does not adhere to System Administration policies and procedures and the standards set forth in this document.
