2. Four Questions
• How do we use SharePoint?
• Organising your content
• Naming your content
• Taking content offline
3. How Do We Use
SharePoint?
• How much of your SharePoint content do
you regularly look at?
• How often do others look at the content
you share in SharePoint?
4. How Do We Use
SharePoint?
• You can delete stuff from SharePoint too!
• If you (and others) aren’t referring to your
content, then SharePoint might not be the
right place for it.
• Refer to retention guidelines first
5. Organising Your
Content
• Stick with two libraries
• One for Private documents (your team
only)
• One for Public documents (reference for
everyone else)
6. Organising Your
Content
• Not ‘your’ folders, but ‘our’ folders
• Establish a simple folder hierarchy
• Maintain the hierarchy
• Consider the needs of others in using your
Public Document Library
7. Naming Your Content
• Keep file names short and meaningful
• Keep repetition of files and names to a
minimum
• Avoid common words like ‘draft’ and ‘letter’
• Name your files in a way that makes retrieval
easy...
Source: University of Edinburgh Records Management Office: http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/RMprojects/PP/FileNameRules/Rules.htm
8. Naming Your Content
• Use Capital Letters to delimit words; spaces
and underscores are also okay
• Use two-digit numbers, i.e. 01 - 99
• State the date in reverse, i.e. YYYYMMDD
• Order the elements of the name in the most
appropriate way to retrieve the record
Source: University of Edinburgh Records Management Office: http://www.recordsmanagement.ed.ac.uk/InfoStaff/RMstaff/RMprojects/PP/FileNameRules/Rules.htm
9. Taking Your Content
Offline
• For when you don’t need instant access
• Optical discs (CD or DVD) offer quick
access to reasonable amounts of data
• Tape backups (facilitated by the ICT Service
Desk) are best for large point-in-time
snapshots
10. Taking Your Content
Offline
• When you take your content offline, store
it in one of our safes
• Media must be clearly labelled with the
content type and the date of the backup
• It’s helpful if you create an index file on
optical media (e.g. ‘readme.txt’)
