{"id":4306,"date":"2020-01-13T18:16:49","date_gmt":"2020-01-13T12:46:49","guid":{"rendered":"https:\/\/www.idslogic.com\/blog\/?p=4306"},"modified":"2025-02-26T12:19:01","modified_gmt":"2025-02-26T06:49:01","slug":"effective-content-management-tips-when-using-sharepoint-online","status":"publish","type":"post","link":"https:\/\/www.idslogic.com\/blog\/effective-content-management-tips-when-using-sharepoint-online","title":{"rendered":"Effective Content Management Tips When Using SharePoint Online"},"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\/effective-content-management-tips-when-using-sharepoint-online\/#Important_Things_to_Consider_before_You_Use_SharePoint_Online_for_Content_Management\" title=\"Important Things to Consider before You Use SharePoint Online for Content Management:\">Important Things to Consider before You Use SharePoint Online for Content Management:<\/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\/effective-content-management-tips-when-using-sharepoint-online\/#Dont_Migrate_Everything_from_Your_File_Share\" title=\"Don\u2019t Migrate Everything from Your File Share:\">Don\u2019t Migrate Everything from Your File Share:<\/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\/effective-content-management-tips-when-using-sharepoint-online\/#Plan_for_Large_Lists_and_Libraries\" title=\"Plan for Large Lists and Libraries:\">Plan for Large Lists and Libraries:<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<p><span style=\"font-size: 14pt;\">Modern business organization uses multiple systems and documents to accomplish their varied business needs and they are using content management systems to create, publish and supervise all the content within the organization. Microsoft\u2019s SharePoint Online is a great collaboration tool that allows the users to access internal files, folders, documents and other important information, which are needed for virtual collaboration. It is also one of the top choices for business organizations for CMS.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">Since an organization has various departments, they have to manage documents either in the local machine or any shared drive. Companies are<span style=\"color: #ff0000;\"><a style=\"color: #ff0000;\" href=\"https:\/\/www.idslogic.com\/sharepoint-migration-and-upgradation\/\"> migrating to SharePoint<\/a> <\/span>Online for proper management of the documents, but time and again we have observed that the users get frustrated as they navigate deep down the folder structures in SharePoint.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">So it\u2019s time to rethink about the file structure and then put the best foot forward when migrating into SharePoint Online.<\/span><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Important_Things_to_Consider_before_You_Use_SharePoint_Online_for_Content_Management\"><\/span><span style=\"font-size: 14pt; color: #008000;\"><strong><span style=\"font-size: 18pt;\">Important Things to Consider before You Use SharePoint Online for Content Management:<\/span> <\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3><span class=\"ez-toc-section\" id=\"Dont_Migrate_Everything_from_Your_File_Share\"><\/span><span style=\"font-size: 16pt; color: #003366;\"><strong>Don\u2019t Migrate Everything from Your File Share: <\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">Users always have the habit of keeping everything in case they need it in future. However, keeping everything often leads to lots of clumsiness and frustration when important things get lost among unimportant ones. So, the first step is to clean the things and bring over what is only needed.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\"><span style=\"color: #003366;\"><strong>Migrate Only Active Documents:<\/strong> <\/span>You don\u2019t have to keep those log files from the past 10 years and so don\u2019t bring over content if you don\u2019t know. In case there are users who resist it, you can offer the file and share in \u201cread only\u201d status for some time until they are confident that they have what they need.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\"><span style=\"color: #003366;\"><strong>Migrate Only the Latest Version of Documents<\/strong>:<\/span> SharePoint uses the version history, so while moving forward you won\u2019t need to use the V1, V2 and V3. It is best to start clean.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\"><span style=\"color: #003366;\"><strong>Keep in Mind the Security Issues<\/strong>:<\/span> While granting access to the viewers, keep in mind the security problems. There may be many documents that are not viewed by all, so based on the priority, grant the view access and don\u2019t maintain multiple versions of the same document. Focus on having only one.<\/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\/setting-up-internal-communications-using-sharepoint\"><span style=\"color: #ff0000;\">Setting Up Internal Communications Using SharePoint<\/span><\/a><\/span><\/p>\n<\/blockquote>\n<h3><span class=\"ez-toc-section\" id=\"Plan_for_Large_Lists_and_Libraries\"><\/span><span style=\"font-size: 16pt;\"><strong><span style=\"color: #003366;\">Plan for Large Lists and Libraries:<\/span> <\/strong><\/span><span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p><span style=\"font-size: 14pt;\">SharePoint Online supports more than 5000 item, but to use them, you should plan for the capacity, but if you are facing a situation where you cannot break the content into multiple document libraries, then you need to consider a few things. In modern lists and libraries, lists having 2500 items, the indexes will be created automatically but for more than 20,000 items, long term, auto-indexing will work.<\/span><\/p>\n<p><span style=\"font-size: 16pt; color: #003366;\"><strong>Change the Way You Organize the Files:<\/strong><\/span><\/p>\n<p><span style=\"font-size: 14pt;\">Before you create the hierarchy folder, sort and filter all your files. This will help you organize the files and decide which files to put in what folder. This also helps you create a written document that shows the folder hierarchy. This document will serve as a guide for you and your <span style=\"color: #ff0000;\"><a style=\"color: #ff0000;\" href=\"https:\/\/www.idslogic.com\/dedicated-sharepoint-developer\/\">SharePoint developers<\/a><\/span> can easily prepare for migration. Microsoft too suggests this way of organizing your files, storing the documents in a single library, create multiple libraries, create a view to see the files and also create a folder in a library.<\/span><\/p>\n<p><span style=\"font-size: 16pt;\"><strong><span style=\"color: #003366;\">Prepare Your Company for Retention Policies and Data Loss Prevention:<\/span> <\/strong><\/span><\/p>\n<p><span style=\"font-size: 14pt;\">Since SharePoint improves the collaboration, the volume of data that is exchanged rapidly increases. This is where a retention policy is needed and it helps the organizations decide whether to delete the content or retain it. Apply a single policy to maintain all the content of a company or specific locations or users or any specific sensitive information.<\/span><\/p>\n<p><span style=\"font-size: 14pt;\">The policies will allow you to automatically delete a document after a certain period of time and ensure that it doesn\u2019t get deleted prior to its specific retention period. For those who are willing to move the content to the cloud, ensure that you take advantage of the policies for automatically detecting or manually labeling the documents that have sensitive content in it.<\/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\/microsoft-unveils-upcoming-improvements-to-sharepoint-that-makes-the-move-worthwhile\"><span style=\"color: #ff0000;\">Microsoft Unveils Upcoming Improvements to SharePoint That Makes the Move Worthwhile<\/span><\/a><\/span><\/p>\n<\/blockquote>\n","protected":false},"excerpt":{"rendered":"<p>Modern business organization uses multiple systems and documents to accomplish their varied business needs and they are using content management systems to create, publish and supervise all the content within the organization. Microsoft\u2019s SharePoint Online is a great collaboration tool&#8230;<\/p>\n","protected":false},"author":1,"featured_media":4307,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[643],"tags":[278,280,834],"class_list":["post-4306","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-sharepoint","tag-sharepoint-development","tag-sharepoint-development-company","tag-sharepoint-online"],"post_mailing_queue_ids":[],"_links":{"self":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/4306","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=4306"}],"version-history":[{"count":3,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/4306\/revisions"}],"predecessor-version":[{"id":11005,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/posts\/4306\/revisions\/11005"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/media\/4307"}],"wp:attachment":[{"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/media?parent=4306"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/categories?post=4306"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.idslogic.com\/blog\/wp-json\/wp\/v2\/tags?post=4306"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}