SharePoint Knowledge Base

Mar 21
SharePoint Governance Made Simple - Part 3

Governance (or "steering") is a blueprint for how your portal will be managed. It usually is abandoned after a bad start. These posts about governance will share our wisdom as SharePoint consultants for literally decades to make it as simple as possible.

Creating SharePoint Governance


Governance is a set of rules and procedures put in place to help inform deployment, configuration, and management of SharePoint. Proper SharePoint governance assigns responsibilities to various members of the organization to ensure that SharePoint performs well, and that business alignment occurs. In short, SharePoint governance determines how SharePoint will run, who will do it, and what equipment will be used.

The key to successful SharePoint Governance plan is to keep it simple. Every topic mentioned above should stay very high level to help the business know what to do by referring to this document.



Steering Team Topics



How do we define SharePoint success?

What metrics and measurements will be used?

Home Page Management

What Team will review and approve updates?

Site Request

How does one ask for a new site and what goes into it? What is the naming convention so sprawl doesn't occur?


What is the process for vetting development efforts of significant effort? What threshold is considered significant effort? How are 3rd party solutions vetted and managed?

Site Templates

What Templates are available (including custom) and what they are used for? How will they be managed to fight sprawl.

Site Management

Definition of the allowed management of the site for the Site Owner. Is it free for all, slightly controlled or managed by an Information Architecture? Is it by level from the top?

Unused Sites

How are they defined and what happens to them? Automatic deletion helps to control the number of unused Web sites on a server without requiring any administrative intervention. You decide the time period.

Records Management

Records management is the process by which an organization determines the types of information that should be considered records, how records should be managed while they are active, and for how long each type of record should be retained. Records management includes the performance of records-related tasks such as disposing of expired records, or locating and protecting records that are related to external events such as lawsuits


How is it managed? Does it conform to portals best practices? How often is this reviewed?

Social Policies

Ratings, Tagging, Status etc… The My Site Profile privacy. By default, most user profile properties are visible to everyone, but sensitive information can be configured to have limited visibility.

Naming Convention

Databases, Servers and Web Applications are named using a designated convention. What about sites? List and libraries? Is the use of description field strict or ad hoc?

Backups and Restores

What is the schedule for backups and when are restores tested?


Define how and where development of new features will be done. What is development versus configuration and customization?

Communication Plan

Constant communication with the End Users needs to be there to ensure the success of the project. Who is responsible?

Change Management Plan

Can small changes simply be rolled out or should we first communicate them to users? What is a small change? When should we seek permission or feedback to make changes?


Define what kind of training will be available for site owners, administrators, end users.



The first post can be found here and the second post can be found here.

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