Essential Content Management Tips for SharePoint Online
SharePoint online is being used today by many organizations as their CMS. Notwithstanding, many people are still having a lot of challenges in utilizing it properly. Many users find it challenging to find needed files on time, and many keep a lot of unwanted junk to others’ frustration. Such might be frustrating. But the share point online has many benefits, and it will be useful if you take advantage of its numerous features. But to enjoy these benefits, you must be able to manage your content effectively. Here are some essential tips for SharePoint Online
Share Only What is Useful
Remember the reason you are migrating the file to share point in the first place. If others don’t need it, don’t share it. You don’t have to migrate every version of your file, save your colleagues from junk and migrate only the latest version. And also ensure that you migrate only the documents that are needed, not everything in your file. Even, when you share files, think about others tampering with your content.
If others don’t have anything to do with the document than read it, make it read-only. In that case, even when they share it with any other person, your original version will remain intact. And remember to keep a copy of your file on your computer after migrating it SharePoint online.
Create Different structures for Your Files
To have a proper arrangement of your files, group them according to their content or users they are to serve. Create a different library for different types of data. The library may be based on the document’s contents, functions of the document, or uses.
With that organization, you can set different security levels for each library. Make sure that you label each document correctly so that it will be easy for your users to search for what they are looking for.
Check the Indexing Configuration
SharePoint online has automatic indexing for up to 20,000 files, but that is if you are using modern lists and libraries. If you are using a third-party migration tool, your files may not be automatically indexed to the standard 20,000 files.
You, therefore, need to set the indexing first before migrating your files. In such a situation, it is good first to test run if indexing is appropriately set up before loading the files. If it is fine, but if not, you may have to configure it first.
If you have more than 20,000 items, you may have to consider long-term auto-indexing. You also need to configure archiving tools on your system to help manage your file correctly and manage and optimize your content.
Take Charge of Your Retention Policy
There is a limit to the number of versions of a document you can keep in share point libraries. By default, this limit is 100. But you can review this and set your preference. Setting this limit is to address the storage concerns, but if you have reasons to retain your documents, take charge.
You can review your setting so that your document remains intact or automatically deleted after a specific time. With that, the unwanted document will take up your space, and at the same time, relevant documents will not be deleted.
If you correctly follow these tips, you won’t have difficulty with your content with these tips for SharePoint Online, and you can enjoy all its benefits.