Need to think about when a new site is created in SharePoint Online, a site template (to base the site on) is first selected. Site templates contain lists, libraries, pages, and other elements or features that support the needs of an organization. Site templates are often customized so that site collection/site starting points contain necessary branding, layouts and site elements. Will you be doing any of this customization for your org?
This topic focuses on how site collections are provisioned within logical groupings (and relative to one another) against the two available managed paths on the organizational web app, including discussion of flat vs. hierarchical structures. This significantly impacts navigation, administration/management, security, functionality/usability and ultimately, adoption.
The creation of top-level sites (site collections) and sub-sites (and the templates used) within the logical architecture presented in the previous module allows for different levels of control over the features and settings for sites.
SharePoint site provisioning involves the ability to specify default language and time-zone settings. Additional UI language options can be added later by the SCA, which allows users in those sites to switch from the default language framework. For publishing sites, a "Variations" feature allows for the creation of a source site that can publish content to multiple, language-specific repositories for translation.
When signing up for SharePoint for Office 365, the tenant will be allocated a quantity of storage space and resources that's based on the number of users. Site collections use what they need from this central pool as they need it. However, storage space and resources can be fine-tuned and manually allocated to each site collection.
Within a given site collection or site, SharePoint includes many features that help support the implementation of well-designed "site information architecture" or "Site IA". Here, by "site information architecture", we mean:
A closely related (and downstream) topic (but not technically-"Site IA", to be exact) is that of "Site Design", which includes the following with respect to SharePoint, typically based on an organization's UI/UX standards (e.g. style guides) and specific site design work: · Overall look and feel · Branding, themes, fonts, colors, logos, images specific to different site types and page elements · Design, arrangement and integration of site elements within the Site IA Collectively, site IA and design involve contributions/inputs from information architects, solution architects, designers, and developers, though some sites (e.g. portals) may require more input from these roles than other site types.
SharePoint Online has its own separate security model and security groups, designed specifically to secure sites, lists, and items in SharePoint Online. The person who signs up for Office 365 automatically becomes a global admin and is the default SharePoint Online admin, though a second SharePoint Online administrator is typically designated as well. Either way, this role configures the overall environment using the SharePoint Admin Center and owns "Site Collection Security": creation of, access to, and control of site collections, sites and the elements (lists, libraries, etc.) within them either manually, through Powershell scripts, or otherwise automation. Note: other Office 365 admin roles (password admin, billing admin, and user management admin) do not play a part in the SharePoint Online security model.
At a high level, IRM helps to enforce corporate policies that govern the use and dissemination of content within your organization by limiting the actions that users can take on files that have been downloaded from lists or libraries. IRM encrypts the downloaded files and limits the set of users and programs that are allowed to decrypt these files. IRM can also limit the rights of the users who are allowed to read files, so that they cannot take actions such as print copies of the files or copy text from them. You can use IRM on lists or libraries to limit the dissemination of sensitive content. For example, if you are creating a document library to share information about upcoming products with selected marketing representatives, you can use IRM to prevent these individuals from sharing this content with other employees in the company. On a site, you apply IRM to an entire list or library, rather than to individual files. This makes it easier to ensure a consistent level of protection for an entire set of documents or files. IRM can thus help your organization to enforce corporate policies that govern the use and dissemination of confidential or proprietary information. When Information Rights Management (IRM) is applied to a site list or library by a site owner, supported files in that library or list (attachments only) carry the protection where-ever they go and are protected (encrypted so that only authorized people can perform certain specified actions on download).
Organizations that perform work that involves sharing documents or collaborating directly with vendors, clients, or customers (who do not have licenses for your O365 subscription) may want to use the "External Sharing" features of SharePoint Online.
Technically, information stored in a customer's instance of SharePoint Online (i.e. a "tenant") can be made accessible for viewing and sharing from a variety of network conditions, devices, operating systems, web browsers, and Office client applications available on same, and Microsoft is continually releasing updates to improve cross-platform (and otherwise) availability.
Data Loss Prevention (DLP) and eDiscovery are used to secure and investigate enterprise information such as email (Exchange), documents/content (SharePoint/SPO/OD4B) and messaging/communications (Skype for Business). This may be for legal, compliance and/or information protection (i.e. IP protection) purposes.
Knowing who has done what with which information (and when) is critical for many business requirements, such as those related to compliance, investigating the actions of a disgruntled employee, and/or identifying which administrator performed a certain action (in a multiple administrator scenario).
Site lifecycle management (SLM) ensures that there is a way to manage the demand for/provisioning and configuration of; ongoing management and monitoring of; and disposition/retiring/archiving of non-personal site collections/sites.
SharePoint "Lists and Libraries" represent the primary site elements into/from which information is stored/accessed in SharePoint, and as such, managed control of the fairly large number of list/library settings here can have a significant impact over site level, and - by extension - overall SharePoint governance
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