During a recent SharePoint governance discussion, we talked about the process for responding to requests for new sites.
One thing I brought with me from my last job was an understanding of just how bad site sprawl can get. I knew going into the meeting that management only had a vague idea about sites, the reasons for creating them, and the reasons for NOT creating them.
So I came prepared with a handout with a few brief sentences that management could understand and buy into. With this plus a description of the out-of-control scenario of site sprawl, I got my buy-in.
What is a site?
A site is a collection of lists, libraries and pages with similar ownership, access rights, and intent.
When should a site be created?
Consider creating a site when:
- Content access controls are different
- Content ownership is different from that of existing sites
- Intent of the content is significantly different from existing sites
- Content is of significant complexity and volume (for example, if a group needs its own calendar, document library and lists with multiple content types and tags specific to that group)
When should you consider other options?
- If the content is minimal (only a few documents)
- If the ownership or purpose matches an existing site
Sites should have clear ownership (both a sponsor and a content manager).
What do you think?
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