Governance is more important than ever. It can define the level of security across an entire organisation.
Here’s what we’d recommend for on-premises users when it comes to all things governance:
- Ensure your information has an expiration date. Certain documents just shouldn’t live longer than necessary for on-premises environments. We’d heavily recommend that documents are fully deleted and destroyed on a certain date or after being published for a specific amount of time. SharePoint has fantastic workflow functionality that’s designed for this very purpose. Not only does it mean you won’t end up with a crowded intranet, you’ll be protecting the organisation from unnecessarily harbouring sensitive information.
- Make solid policies and enforce them. Data misuse is a pretty serious thing. We heavily recommend you take the time with the appropriate personnel in your organisation to solidify policies for data management and enforce them. Review and update policies – then communicate these changes – ensure people read and acknowledge policy changes within the company. (We have a fabulous tool that works within SharePoint that we’ve build for this very purpose!)
- Review your information architecture and updates. This may relay to the points above, however an on-premises SharePoint environment must be built very carefully if it’s to stand a chance at being useful and secure. On-premises environments can be great for industries that handle sensitive information. Updates for example can be managed on a more manual, careful basis compared to Office 365. If you have a complex configuration, we’d recommend reviewing updates and only updating your environment where necessary.
Recommendations for HR Policy Management (on-premises)
Good policy management is necessary for the success of an Intranet. HR teams can get easily frustrated when the Intranet is full of outdated or incorrect policies.
- Have a simple process for publishing policies using document libraries. Using SharePoint document libraries can be an efficient way for HR managers to manage policy documents. Checking-in and checking-out with versioning and approvals means that for auditing purposes, SharePoint can be a great tool for managing the life-cycle of a policy.
- Keep an eye on those permissions. SharePoint’s governance and security functionality comes straight out of the box. To make the most of this, it’s up to you to make sure best practice is adopted. Workplaces constantly change, and to be able to keep up with who should be seeing what, HR administrators should frequently review user permissions. It can be as simple as setting up notifications to IT managers as part of the off-boarding process; a reminder to switch off or change permissions for a particular user.
- Utilise SharePoint to avoid chasing people. HR managers then spend more time chasing employees to complete a task (fill in a form, confirm training has occurred, etc.). And if there are different versions of a document (such as a policy) it can be difficult keeping up with what’s the most recent and who edited it. SharePoint allows the document/policy/record/piece of content to come to you, rather than the other way around. Instead of constantly emailing employees about where to find the latest policies, SharePoint can enable the content to ‘pop up’ on a users’ dashboard. When this happens, they can be prompted to fill it in and send it back.