1. Defining SharePoint Policy and Procedures
First of all, develop a security policy in Sharepoint for all users. Implement a training plan for all users to create things more clearly. Understanding based on this training pattern users should be aware of every possible mistake they make.
The policies put forward by the employees are reviewed and added to the new policies if they are relevant to the organization. All the policies should be accessible to all employees. Develop a new strategy to let users know certain contents are confidential or important. This is important because missing documents can sometimes create certain security issues or internal problems. Also, learn about the usage patterns of SharePoint end-users.
2. Never Fail to Implement any Permissions
Apply all internal permissions using the least privilege principles. Do not give direct access to any users, because this direct access can be sometimes misused for certain purposes. Create active directory groups or SharePoint groups to make everything work in order.
Ensure appropriate user groups are created and correct permissions are given to the respective users and groups. Avoid unique permission and unwanted users. Manage all broken inheritance with utmost care.
When temporary permissions are granted, revoke those permissions as quickly as possible. Avoid allocating any external people to access any directories, instead share documents as read-only. Remove broken links and set expiry for certain links that need to removed after a time interval.
3. Regularly Audit Access To Contents and Sites
Strictly monitor who has been accessing specific content from sites. This will help us to understand the recent changes made by employees. Make sure that how often are sites accessed and what features of SharePoint are being used by the employees.
Keep track of all the log data like audit logs to check who is accessing what and whether they are making changes to confidential files or tasks. SharePoint has many features to understand what is being accessed, site usage logs, office 365 admin center, etc. are available to monitor what are the recent changes going on.
4. Monitor Security Changes
All security requirements change over time, deal effectively with the changes and updates. Ensure users are continuing policies across all the accessing contents. If not, somehow prevent users from creating havoc. This will prevent hectic situations like data loss and deletion of important content. Always plan on how to stay on top of new changes that are about to happen.
Keep up to date with all necessary knowledge to cope up with the shortcomings that may arise when new changes take place. Security updates may change permissions and access from lists, libraries, site pages, and site contents.
5. Empower users and admins
Always find responsible business content owners in the collaboration environment. Enable and equip them to manage their content, educate them about all the features and available options to manage their stuff. Ensure management access is limited to certain permissions, this will create a proper hierarchy and segment administration responsibilities. Proper training in SharePoint can be given to admins to avoid panic situations.
Here are the top 5 tips to overcome SharePoint online management problems. Hope this blog is understandable and helped you overcome your issues related to SharePoint online. If you enjoyed this blog post, share it with a friend who is struggling to overcome SharePoint Management Problems!