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Moss Governance Guidelines



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  • http://technet.microsoft.com/en-us/library/cc262769.aspx
  • http://kjellsj.blogspot.com/2008/11/sharepoint-content-type-guidelines.html
  • http://blogs.msdn.com/sharepoint/archive/2007/06/18/community-kit-for-sharepoint-2-0-pre-release-announcement.aspx
  • http://blogs.msdn.com/markarend/archive/2008/04/14/scaling-mysites-how-many-mysites-per-content-db.aspx
  • http://msdn.microsoft.com/nb-no/magazine/dd458798(en-us).aspx


  • 1. Guidelines for SharePoint Governance
    26.april 2009
    Kjell-Sverre Jerijærvi
  • 2. SharePoint Governance Checklist
    Always use the checklist guide whitepaper
    Customers find the guidance very useful, strongly recommended
    Aspects covered includes
    Design-time and run-time governance
    Roles and ownership
    Information architecture, navigation and findability
    Infrastructure and operations
    Testing and development
    Each checklist has a related tips & information section
  • 3. Start With Simple Governance
    Architecture Governance
    Logical architecture model based on Information Architecture and capacity, sharing and isolation, configurable items, administration, and planning recommendations
    Farm design
    Site-collection structure
    Information asset structure
    …to create a workable design considering hard and soft limits
    Adapt governance according to targeted solution
    SharePoint as an Enterprise 2.0 platform
    Business applications hosted in SharePoint
    Push vs Pull: http://www.johnhagel.com/view20051015.shtml
  • 4. Start With Simple Governance
    Required Operational Governance
    Farm with redundancy
    Backup and Recovery
    Policies must be defined and enforced
    Restore specific information assets
    Tested disaster recovery plan
    Make sure that complete solution can be restored within allowed time limit
  • 5. Start With Simple Governance
    Minimum Governance
    Site Lifecycle Management (SLM)
    Policies (owners, free/paid, lifespan, inactivity, deletion, etc)
    Automation of SLM through site creation wizard and timer jobs
    Site delete capture
    Content Type (metadata) definitions
    Classification of all information assets, from sites to documents
    At least the “closed” content types (the immutable base metadata)
  • 6. Start With Simple Governance
    Optional Governance
    User Lifecycle Management (ULM)
    Manage the lifecycle of accounts as people starts, transfers, quits
    Policies for permissions and ownership of information assets
    Automation of ULM though partner/open solutions
    Visibility into usage
    Visibility into permissions
  • 7. Site Lifecycle Management
    Governing Sites from Creation to Deletion
    SLM policies must be defined and enforced
    Standard SLM only for site-collections
    Site use confirmation and deletion
    Custom Site Creation Wizard
    Use only if ootb SLM functionality is not sufficient
    Develop custom wizard to collection data related to SLM
    Store SLM data in site properties
    Develop timer job to enforce SLM policies
    Site Delete Capture
    Do not rely on database backup to restore deleted sites (backup media retention timespan might be shorter than SLM restore policy timespan)
    MSIT tool: http://www.codeplex.com/governance
  • 8. User Lifecycle Management
    Governing Users from Creation to Deletion
    ULM policies must be defined and enforced
    Related to information security
    Information asset permissions must be managed when
    Account is removed/deleted
    User transfers to another department
    Information asset ownership must be managed when
    Account is removed/deleted
    User transfers to another department
    Recommended partner solutions:
  • 9. Content Type Governance
    Using Content Types for Content Classification
    Always create company specific base content types
    Use few required metadata fields
    Use sensible default values where possible
    Follow “Open/Closed” principle for content type hierarchy
    Support the Office 2007 Document Information Panel (DIP)
    Decide and enforce behavior
    Workflows / Event receivers
    Information management policies
    Retention, Auditing, Labeling / barcodes
  • 10. Document Template Governance
    Using Templates in Content Types
    Shared templates
    Manage and store templates in a central location
    Do not store templates directly in content types, always reference the central shared templates
  • 11. List Definition Governance
    Use Lists Based on Content Types
    List content
    Use only a few content types
    Content types must be cohesive
    Prefer list views over folders
    List permissions
    Prefer using inherited permissions
    Avoid user item level permissions
    Content Management
    Versioning, Check-in/out, Workflows / Event receivers
    Information Rights Management
    Policies for usage and access restrictions
    Information management policies
    Retention, Auditing, Labeling / barcodes
  • 12. Search Governance
    Findability and Information Security
    Ease of adding information assets to correct location
    Users should not have to enter a lot of required metadata
    Users should not have to browse/navigate a lot to store content
    Task context should deduce location, ref CRM document store
    Metadata tagging through content types for all findable assets
    Search scopes
    Faceted search
    Information isolation
    Separate SSP or even separate farms
  • 13. Permissions Guidance
    Simple Permissions Policies is More Secure
    Use SP groups to manage user group memberships
    Build your SP groups from AD security groups
    Do not assign permissions to single users, always assign to groups
    Prefer inherited user groups (role definitions)
    Prefer inherited permissions (role assignments)
    Avoid assigning item level permissions
    Site-collections are preferred permission management boundaries
    The more diverse and fine-grained permissions assignments you have, the harder it is to know who has access to what – and the more likely it is that there will be information security breaches
  • 14. Shared Metadata Governance (pre-2010)
    Metadata across Multiple Site-Collections
    Content types with site columns including lookups
    List definitions
    Management and distribution from master to applications
    Reference data
    Typically values for lookup type site columns
    Management and distribution from master to applications
    Always plan and test how to replicate shared metadata across your designed site-collection topology
    Metadata replication software
    Custom development
    Echo or DocAve
    Look for new functionality in Office 14
  • 15. Metadata Usage (pre-2010)
    Open Solutions @ CodePlex
    Community Kit
    Social bookmarking
    Tag cloud
    Enhanced wiki edition
    Enhanced blog edition
    Enhanced discussion board edition
    Faceted search
    …and a lot more not related to metadata
  • 16. Quota Governance
    SharePoint Administration, SQL Server Monitoring
    Plan for software boundaries
    MySite (site-collection)
    Storage size (default 100MB)
    Storage size
    Notification e-mail on size threshold
    Usage reports
    Upload size (default 50MB, max 2GB)
    Content Database
    Recommended max 200GB
    Recommended max 50.000 site-collections pr DB
  • 17. Development Governance
    Design-Time Governance for Upgradability
    Site Design
    Use standard site-definitions with feature stapling
    Avoid custom site-definitions and site-templates
    Do not use SharePoint Designer, except for prototyping
    Do not use SharePoint Designer, except for prototyping
    Do not use SharePoint Designer, except for prototyping
    Document Information Panel (DIP)
    Prefer standard DIPs, avoid customization
    If customized using InfoPath, all clients must have InfoPath installed to use the customized DIPs
  • 18. Patterns & Practices SharePoint Guidance
    Guidance & ReferenceImplementation
    Helps architects and developers design, build, test, deploy, and upgrade SharePoint intranet applications
    Demonstrates solutions to common architectural, development, and application lifecycle management challenges