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Nortec SharePoint Quick Start: Document Management Workflow Made Simple

Need a fast, easy way to get your organization up to speed on SharePoint?  Nortec’s SharePoint Quick Start program will get you set up, trained and deployed in a jiffy.  Services include:

  • Company Site Setup
  • Best Practice Review
  • Site Cleanup Maintenance Plan for Legacy Sites
  • End User Training

Company Site Setup and Best Practice Review

  1. Determine your look. Can either take a look at existing sites that look the way you are hoping it to look, or we can go through different options we currently have available.
  2. Develop custom master page. This is the template sites will be using that will apply your look and feel to all sites and pages.
  3. Implement and Test. In a test site collection, deploy the new look and feel and verify it all functions as planned and looks as hoped.
  4. Roll out to all sites. Develop a roll-out plan to deploy to your existing sites. Also develop a roll-back plan if something goes wrong.

Best Practice Review:

  1. File organization. Organization of files by metadata rather than folder structure. Suggest a plan to have both, if a folder structure is mandatory.
  2. Navigation. Cover navigation options on sites for global (top) and current (left). Suggest term store navigation if dynamically hidden sites (based on access) are not necessary. If so, suggest structured navigation.
  3. Storage limits and quotas. Determine how large each site should be allowed to grow to before being alerted and adjusting. Also determine if the default single file size upload of 50MB is sufficient for your business needs.
  4. Cover file loss. First determine where version history (the ability to change a document back to an earlier version) is necessary and how to turn it on. Next cover what to do if a file is accidentally deleted.
  5. Site and content review. Show you how to make sure your SharePoint site(s) don’t become stale document repositories. Show you how to look at reports of which content and sites have changed and which have not and for how long. Can also cover archiving if necessary.

Site Cleanup Maintenance Plan for Legacy Sites

  1. Define Roles and Responsibilities. We will help you, based primarily on your current organizational structure, who should be administrators, contributors, read-only, etc.
  1. Create an access report. We will help you determine who has access to what, see how it aligns with current roles and responsibilities. Enable audit logs in SharePoint.
  1. Create a current environmental governance report. We will determine how new sites are requested and implemented and how users are added and removed. Sites generally follow departmental structure to help with file organization and security needs. If no structure exists, we suggest this one.
  1. Develop a governance plan. We will build a governance plan to align site and user management with business requirements and to accommodate future growth. We will build a site retention and deletion policy and site templates pre-built to company look and feel. We will also develop a site request workflow. If one does not exist, we can assist in developing a file naming convention and enterprise taxonomy/metadata collection.

End User Training

  1. Permission structuring. This will include security groups, security levels, and where to apply security in alignment with current best practices.
  2. Basics of lists, libraries, web parts, and web pages. Each of these are unique and serve specific purposes that any SharePoint user would want to know.
  3. Site hierarchy. This will cover how web apps, site collections, and subsites play into the SharePoint experience overall.
  4. Differences from what they’re used to (assuming they’re coming from another version of SharePoint.) -This can be some customization Darren was talking about?
  5. Metadata. Lists and libraries have columns. These columns can be anything and are called either metadata or taxonomy/classification. SharePoint cannot start to be used to its full potential until it is realized what people can do with their data in lists or documents in libraries.
  6. Content types. This is just a single set of metadata distinguished separately from other sets of metadata within a list or library. For example – you may want proposals and training documents in the same library. If you want a proposal date column for proposals but not for training documents, you can have separate content types for both so they can have their own metadata/columns.
  7. Views. This is where list and library metadata really gets cranking and becomes useful. Show how items in lists and libraries can be filtered, grouped, ordered, etc. for easy mapping to relevant items.