{"id":3874,"date":"2019-10-16T16:11:57","date_gmt":"2019-10-16T10:41:57","guid":{"rendered":"https:\/\/www.idslogic.com\/blog\/?p=3874"},"modified":"2025-02-25T11:21:48","modified_gmt":"2025-02-25T05:51:48","slug":"fundamentals-and-tips-for-sharepoint-content-management","status":"publish","type":"post","link":"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management","title":{"rendered":"Fundamentals and Tips for SharePoint Content Management"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_72 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#SharePoint_Comes_with_a_Lot_of_Useful_Features_that_are_Essential_to_Maintain_Your_Website_Take_a_Look_at_Them\" title=\"SharePoint Comes with a Lot of Useful Features that are Essential to Maintain Your Website. Take a Look at Them:\">SharePoint Comes with a Lot of Useful Features that are Essential to Maintain Your Website. Take a Look at Them:<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#Asset_Library\" title=\"Asset Library:\">Asset Library:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#Managed_Metadata_Services\" title=\"Managed Metadata Services:\">Managed Metadata Services:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#Content_Organizer\" title=\"Content Organizer:\">Content Organizer:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#Records_Management\" title=\"Records Management:\">Records Management:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#Shared_Content_Types\" title=\"Shared Content Types:\">Shared Content Types:<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#How_Your_Business_can_Use_SharePoint_to_Manage_Your_Content_Here_are_Some_Pointers\" title=\"How Your Business can Use SharePoint to Manage Your Content? Here are Some Pointers:\">How Your Business can Use SharePoint to Manage Your Content? Here are Some Pointers:<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#Dont_Migrate_Everything\" title=\"Don\u2019t Migrate Everything:\">Don\u2019t Migrate Everything:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#Consider_Large_Libraries_and_Lists\" title=\"Consider Large Libraries and Lists:\">Consider Large Libraries and Lists:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-10\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#Prepare_Data_Loss_Prevention_Policy\" title=\"Prepare Data Loss Prevention Policy:\">Prepare Data Loss Prevention Policy:<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-11\" href=\"https:\/\/www.idslogic.com\/blog\/fundamentals-and-tips-for-sharepoint-content-management\/#Change_How_You_Organize_Your_Files\" title=\"Change How You Organize Your Files:\">Change How You Organize Your Files:<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<p><span style=\"font-size: 14pt;\">Managing your web content effectively is crucial to stay connected with your audience and SharePoint Online is a top collaboration tool that helps to manage the content of your site. It not only helps to create, publish and supervise the content of your website, but it also allows the users to access internal folders, files, documents and other crucial information that are needed for virtual collaboration. <\/span><\/p>\n<p><span style=\"font-size: 14pt;\">There are some tips and tricks that you should be aware of to get the most out of SharePoint content management.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"SharePoint_Comes_with_a_Lot_of_Useful_Features_that_are_Essential_to_Maintain_Your_Website_Take_a_Look_at_Them\"><\/span><span style=\"font-size: 18pt; color: #008000;\">SharePoint Comes with a Lot of Useful Features that are Essential to Maintain Your Website. Take a Look at Them:<\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Asset_Library\"><\/span><span style=\"font-size: 16pt;\"><span style=\"color: #003366;\"><strong>Asset Library<\/strong>:<\/span> <\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\"><a href=\"https:\/\/www.idslogic.com\/dedicated-sharepoint-developer\/\"><span style=\"color: #ff0000;\">SharePoint professionals<\/span><\/a> will tell you about the advantages that it offers over network shares which begins with Document libraries. An asset library is a modified library intended to manage the media assets that include the audios, videos and images.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Managed_Metadata_Services\"><\/span><span style=\"font-size: 16pt;\"><span style=\"color: #003366;\"><strong>Managed Metadata Services<\/strong>:<\/span> <\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Metadata is known as \u201cdata about data\u201d and the managed metadata service in SharePoint allows you to apply both formal metadata and also an informal one. The advantage of maintaining these centrally helps for consistent application of terms across sites.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Content_Organizer\"><\/span><span style=\"font-size: 16pt;\"><span style=\"color: #003366;\"><strong>Content Organizer<\/strong>:<\/span> <\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\"><a href=\"https:\/\/www.idslogic.com\/sharepoint-development\/\"><span style=\"color: #ff0000;\">SharePoint development<\/span><\/a> allows the content authors with a feature known as the content organizer. This allows the authors to route the content to the location automatically and it also helps to monitor the file sizes and remove any content duplication issues.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Records_Management\"><\/span><span style=\"font-size: 16pt;\"><span style=\"color: #003366;\"><strong>Records Management<\/strong>:<\/span> <\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">In industries where record retention and compliance are important, users can take advantage of the record management capabilities of SharePoint. SharePoint also offers \u201cin place\u201d record management that can be activated on any library within the platform.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Shared_Content_Types\"><\/span><span style=\"font-size: 16pt;\"><span style=\"color: #003366;\"><strong>Shared Content Types<\/strong>:<\/span> <\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Content types that are introduced in SharePoint are an impressive addition to the platform and this has allowed the users to define the collections of documents. To share the content types, users can nominate a content type as a hub of a managed metadata service.<\/span><\/p>\n<p><a href=\"https:\/\/www.idslogic.com\/office-365-consultation-services\/\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-2955 size-full\" src=\"https:\/\/www.idslogic.com\/blog\/wp-content\/uploads\/2019\/04\/Office-365-Consultation-1.jpg\" alt=\"Office-365-Consultation\" width=\"823\" height=\"100\" srcset=\"https:\/\/www.idslogic.com\/blog\/wp-content\/uploads\/2019\/04\/Office-365-Consultation-1.jpg 823w, https:\/\/www.idslogic.com\/blog\/wp-content\/uploads\/2019\/04\/Office-365-Consultation-1-300x36.jpg 300w, https:\/\/www.idslogic.com\/blog\/wp-content\/uploads\/2019\/04\/Office-365-Consultation-1-768x93.jpg 768w, https:\/\/www.idslogic.com\/blog\/wp-content\/uploads\/2019\/04\/Office-365-Consultation-1-560x68.jpg 560w\" sizes=\"auto, (max-width: 823px) 100vw, 823px\" \/><\/a><\/p>\n<hr \/>\n<h2><span class=\"ez-toc-section\" id=\"How_Your_Business_can_Use_SharePoint_to_Manage_Your_Content_Here_are_Some_Pointers\"><\/span><span style=\"font-size: 18pt; color: #008000;\"><strong>How Your Business can Use SharePoint to Manage Your Content? Here are Some Pointers:<\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Dont_Migrate_Everything\"><\/span><span style=\"font-size: 16pt;\"><span style=\"color: #003366;\"><strong>Don\u2019t Migrate Everything<\/strong>:<\/span> <\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">It is important to keep your files stored even after migration as you might need the original documents in the coming future.\u00a0 This is helpful if you are testing the SharePoint functionalities.\u00a0 For a hassle free experience, it is suggested that you should migrate the documents that are needed and used by your employees or team members.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Consider_Large_Libraries_and_Lists\"><\/span><span style=\"font-size: 16pt;\"><span style=\"color: #003366;\"><strong>Consider Large Libraries and Lists<\/strong>:<\/span> <\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">SharePoint Online offers a cloud based service, but it has some limitations too. Microsoft recommends various ways to manage the large lists and libraries in SharePoint by using online and server. It allows the users to store up to 30 million items or files in a library or a list.<\/span><\/p>\n<h3><span class=\"ez-toc-section\" id=\"Prepare_Data_Loss_Prevention_Policy\"><\/span><span style=\"font-size: 16pt;\"><span style=\"color: #003366;\"><strong>Prepare Data Loss Prevention Policy<\/strong>:<\/span> <\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Before migrating your content to SharePoint Online, you should consider the retention policies and also prevent any data loss. Since SharePoint improves collaboration, the volume of data that is exchanged by the users also increases and a retention policy helps to decide whether to retain the content, delete it or etc.<\/span><\/p>\n<blockquote>\n<p style=\"box-shadow: 0 0 16px #cccccc; padding: 10px;\"><span style=\"font-size: 14pt;\"><strong>Also Read: <\/strong><a href=\"\/blog\/modern-sharepoint-pages-and-its-new-features-for-the-users\"><span style=\"color: #ff0000;\">Modern SharePoint Pages and Its New Features for The Users<\/span><\/a><\/span><\/p>\n<\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"Change_How_You_Organize_Your_Files\"><\/span><span style=\"font-size: 16pt; color: #003366;\"><span style=\"font-size: 16pt;\"><strong>Change How You Organize Your Files<\/strong>:<\/span> <\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Before creating a folder hierarchy, you should sort and filter all your files. This will help you to organize the files and help to create a written document, which will mention your folder hierarchy. Microsoft recommends a specific way to organize the files:\u00a0 storing documents in one library, adding a column to the library, creating multiple libraries, creating a folder in a library and etc. Organizing the files mainly depends on the needs of the organization.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Managing your web content effectively is crucial to stay connected with your audience and SharePoint Online is a top collaboration tool that helps to manage the content of your site. It not only helps to create, publish and supervise the&#8230;<\/p>\n","protected":false},"author":1,"featured_media":3875,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[643],"tags":[947],"class_list":["post-3874","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-sharepoint","tag-sharepoint-deveelopment"],"post_mailing_queue_ids":[],"_links":{"self":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/3874","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/comments?post=3874"}],"version-history":[{"count":2,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/3874\/revisions"}],"predecessor-version":[{"id":10724,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/3874\/revisions\/10724"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/media\/3875"}],"wp:attachment":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/media?parent=3874"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/categories?post=3874"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/tags?post=3874"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}