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SharePoint - Empower People and Stay in Control - Atidan

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  • 1. 1 Empower people and stay in control
  • 2. 2 www.discoversharepoint.com/governance Empower people and stay in control In this example, we place a site policy on sites created through self-service site creation. Setting policies on site closure and deletion gives IT the ability to maintain better site governance. When a site is closed, it is available to be deleted based on the policy schedule. To better control site proliferation, you can now create policies to manage the life cycle of a site.
  • 3. 3 www.discoversharepoint.com/governance Site collection administrators can configure Site Policies. Set policies for your site
  • 4. 4 www.discoversharepoint.com/governance SharePoint makes it easy to generate new Site Policies—just click the Create icon. Give your new Site Policy a name and a brief description, so users will know if it’s appropriate for new sites they create. Create a new policy setting
  • 5. 5 www.discoversharepoint.com/governance The Site Closure and Deletion section determines when the Managed Site Collection will be modified by the Policy. You can set timeframes for both closure and deletion events, and keep site owners informed by configuring the policy with email notifications. You can also allow owners to postpone deletion if needed. Make the Managed Site Collection read-only upon closure—users won’t be able to edit content, but it will be preserved. Set new policies
  • 6. 6 www.discoversharepoint.com/governance When creating new sites, users can simply select the appropriate site policy in the drop-down menu. Create a new site
  • 7. 7 www.discoversharepoint.com/governance Beyond just setting life-cycle policies for sites, administrators can also set auditing policies for site collections. Auditing is crucial for adhering to compliance and regulatory rules, and SharePoint provides features for the IT department to stay on top of them. Auditing allows you to track different actions on list items and documents, such as editing, viewing, checking in and out, and deletion. Set auditing policies
  • 8. 8 www.discoversharepoint.com/governance Configuring Audit Settings in SharePoint is easy. Simply select the features that apply. Checking the boxes enables auditing of specific user-initiated events. Configure auditing policies
  • 9. 9 www.discoversharepoint.com/governance Confirm that events are being captured by viewing the audit log. View audit logs
  • 10. 10 www.discoversharepoint.com/governance Generating reports for event types is easy—just choose the event type and a location to save the report to. Generate an audit report
  • 11. 11 www.discoversharepoint.com/governance SharePoint provides direct links to view reports when they’re ready. Let’s have a look. Clicking the link opens the report in the Excel Web App, directly in the browser. The Audit Data – Table tab displays the events you opted to track in your audit, and the Report Data tab displays even more detailed information on the same events. Audit a report
  • 12. 12 www.discoversharepoint.com/governance SharePoint policies can also be created based on content types. These policies can encompass retention, auditing, barcodes, and labels. You can add these policies to the Site Collection root to ensure that subsites inherit the policy. Set policies for content types
  • 13. 13 www.discoversharepoint.com/governance On the Policies page, click Create to construct a new policy. Clicking the Add a retention stage link at the bottom opens a dialog box where you can set the Retention Policy time period, as well as its Action. To keep users informed, give the policy a name, description, and statement. Set retention policies
  • 14. 14 www.discoversharepoint.com/governance Here’s one way to apply the policy to the Audit Doc Content Type. Apply policy settings
  • 15. 15 www.discoversharepoint.com/governance Back on the document settings page, click Add from existing site contents types to pick the Retention Policy generated previously. Set policies for content types
  • 16. 16 www.discoversharepoint.com/governance The Add Content Types page allows you to select from a list of content types. Add content types
  • 17. 17 www.discoversharepoint.com/governance The Information management policy settings page helps you associate policies with content types. Just select the content type, and then choose which policy to associate the content type with. Associate polices with content types
  • 18. 18 www.discoversharepoint.com/governance Learn more Office 365 for Business Learning Center http://aka.ms/o365learning