SharePoint Users - File Sharing Guidelines
Purpose
The purpose of this guideline is to help users understand and manage access to documents and information on SharePoint, ensuring secure and appropriate sharing practices within the organization.
Key Points
1. Understand Your Role and Permissions:
- Know the level of access you have been granted (Owner, Member, Visitor).
- Understand the permissions associated with your role, such as viewing, editing, or full control-
1. Owners Responsibilities:
- Full Control: Owners have complete access to all site settings and content. They can manage permissions, create and delete sites, libraries, lists, and pages.
- User Management: Owners can add, remove, and change the permissions of other users.
- Customization: They can customize site structure, appearance, and settings, ensuring the site meets organizational needs.
- Security Oversight: Responsible for ensuring that the site is secure and that permissions are granted appropriately.
2. Member Responsibilities:
- Edit Content: Members can add, edit, and delete content such as documents, lists, and pages within the site.
- Collaboration: They can collaborate with other users by sharing documents, assigning tasks, and participating in discussions.
- Limited Management: While members can contribute significantly to site content, they do not have the ability to change site settings or manage permissions.
3. Visitors Responsibilities:
- View Content: Visitors can only view content within the site. They do not have the ability to add, edit, or delete any content.
- Read-Only Access: Their primary role is to consume information without making any modifications. Visitors are typically users who need access to information but do not need to interact with the content.
2. Sharing Documents and Folders:
- Only share documents and folders with users who need access to perform their job functions.
- Use the "Share" feature to grant access, and specify whether users can view or edit the content.
3. Managing Permissions:
- Regularly review the permissions for documents and folders you own.
- Remove access for users who no longer need it or who have left the organization.
4. Sharing with External Users:
- Follow organizational policies for sharing with external users.
- Ensure that external sharing is necessary and approved by your manager or IT department.
5. Using Links for Sharing:
- Use secure links for sharing documents and specify the access level (view or edit).
- Set expiration dates for shared links when possible.
6. Monitoring Shared Content:
- Regularly check who has access to your shared content.
- Use the "Manage Access" feature to view and adjust permissions.
7. Educating Yourself and Others:
- Stay informed about best practices for information security and data sharing.
- Educate your colleagues about the importance of managing access responsibly.
Best Practices
- Limit Access: Grant the minimum level of access necessary for users to perform their tasks.
- Audit Regularly: Periodically review shared content and permissions to ensure they are still appropriate.
- Be Cautious: Be mindful of sharing sensitive or confidential information. Use encryption and other security measures when necessary.
- Stay Updated: Follow organizational updates and training sessions on SharePoint and information security.
Reporting Issues
If you encounter any issues or have concerns about sharing practices, please contact the IT support team or your SharePoint administrator immediately.