In this blog, we will focus on the following things for My Site Governance in SharePoint 2013/2016 On Premise.
- Vision & Goal
- My Site Governance
- Conclusion
- Recommendation
- Best Practices
- Configuration & Administration and Maintenance Plan
- My Site Creation Process
Vision & Goals
- Define clear vision for my sites
My Site provides an environment where employees are able to collaborate and share documents, tasks, people information, calendars, and other information.
- Define clear goal for my sites
- My Site Primary Goal
- Easy Document Sharing
- Connect employees
- My Site Secondary Goal
- More engagement
- Improve Communication
- What My Site will do and what it won't do
- Have a list of features that My Site has
- News Feed
- My Documents
- My Tasks
- Blogs
- About Me
- One Drive
- Have a list of features that My Site will not have
- Digital Asset library
- Public Sharing documents
- My Site Governance Model
- Public View content should not have any confidential or private data.
- Content pertaining to human resources or legal is typically not listed in My Sites.
- No personal health information should ever be present.
- Personally identifiable financial information should ever be present.
- My Site deletion policy or moving policy need to be defined.
- Private site must not contain personal audio files, inappropriate pictures, or other materials not allowed within the organization.
- All discussions or blogging done within a My Site must follow company policies
- All discussions or blogging contain sensitive company material or defamatory comments about any person are not allowed
- Before my site launches define enterprise social policy and roll out
- Conclusion
The My Site provides an environment where employees are able to collaborate and share documents, tasks, people information, calendars, and other information.
- Recommendation for Basic My Site Features
- News Feed
- Newsfeed is the user’s social hub where he or she can see updates from the people, documents, sites, and tags that the user is following.
- My Documents
- Provides a single place for users to create, share, collaborate and follow important documents.
- My Tasks
- Displays tasks assigned to the user. This is only visible to the owner of the My Site page.
- Blogs
- Blog is a Web Part page that the My Site owner can use to publish a blog.
- About Me
- The "About Me" is the default page that displays when a user accesses another user’s My Site. This page displays the user’s profile page to other people in the organization.
- One Drive
- The OneDrive tab links to the user’s OneDrive for Business. OneDrive for Business is the user’s personal file storage and synchronization service for business use.
- Org Chart
- Loading peer, manager and direct report in a graphical manner.
- My Site Best Practices
- Design Level
- Pilot My Sites within 1 or 2 departments and test these strategies.
- Plan Policies and Privacy
- Plan Users and Permissions
- Plan integration of Service Applications (Search, Metadata Management Service, etc.)
- Plan Jobs and Schedules
- Plan Multilingual
- Plan Capacity Planning (Storage Level)
- Plan to have integration with Cloud
- Configuration Level
- Isolate My Sites in a dedicated Web application
- Use dedicated content databases for My Sites
- Configure storage quotas for My Sites (100 MB)
- Provisioning of individual site collections
- My Site Configuration, Administration, and Maintenance
- Configuration
- My Site Configuration
- Profile Configuration
- Search Integration
- Metadata Integration
- Configure Jobs
- Administration
- Managing My Sites
- Deletion of My Sites
- Monitor Database
- Monitor sites
- Monitor Jobs
- Regularly auditing your SharePoint environment
- Maintenance
- Site Quota
- Manage Users
- Manage Content DB
- Identifying and reporting governance violations
- Analyzing and reporting upon My Site usage and activity
- Moving/copying My sites
- My Site Creation Process
- User Action
- Click on OneDrive Pop-up “Site being created” Is displayed.
- SP Queue
- SP Process
- Item picked from queue, Standard SP site created, Mail is sent to user.
- User Action
- User accesses the site the first time customizations are getting applied.
- Apply My Site Template
- Company customized My Site is created.