Application Usage Policies in Sharepoint Governance

Application Usage Policies will cover the following major areas as below :

“Site Provisioning, Design, User Access, Site Management, Storage Quotas, Document Management, Content Management, Conduct “

Site Provisioning

New sites will be created on sites.auburn.edu or sites.aces.edu or my.auburn.edu, as appropriate.

Site Collections on sites.auburn.edu will be placed under one of the following managed paths: admin, academic, research, group, outreach or stuorgs.

Requests for Site Collections that cannot be categorized will be referred to SPOC for approval or rejection.

Site Collection requests must identify a certified, permanent Site Collection Administrator.

Site Collections may be requested by an employee or graduate student with an active AU username.

Site Collection Administrators will be responsible for provisioning and managing top level sites, but they may grant provisioning permissions (create, administer, delete) over their own sites to other users.

Design

All sites will also follow a consistent baseline design template to ensure consistency and usability across collaboration sites. Sites and Site Collections are based on templates that are centrally designed in accordance with OCM guidelines and Auburn University policy. (see Extranet section 6.3) In the case of ACES, templates will also be governed ACES/Ag IT and ACES Communications and Marketing Departments guidelines.

Employees, graduate students and retirees will be able to create their own My Site and manage sub-site creation in their My Site up to the 250MB storage quota.

Intranet Aggregate Sites should only be used in instances where:

 Content that applies to multiple parts of the organization is being aggregated and made available.

 There is a commitment of resources for a site.

 The site can be recognized as a top level topic within the organization and is enduring.

User Access

All potential SharePoint Site or Site Collection Administrators must review the training materials and complete a skills assessment prior to becoming a Site or Site Collection Administrator.

Off-campus collaborators may be able to access Auburn University’s SharePoint environment through an OpenID account.

OpenID users must accept and abide by Auburn University acceptable use policy to use AU SharePoint Resources.

Site Management

Site auto expiration: To ensure stale sites are removed and data storage is reclaimed, sites untouched for 365 days will be slated for automatic deletion. Site owners will be notified via email if their site is slated for deletion and provided with a mechanism to remove it from the automatic deletion list.

Development

For any development work, stakeholders should first contact their distributed IT department’s developer if one exists, then contact central OIT if necessary.

Custom development needs to be first scoped by the developer and then approved by the Site Collection Administrator. This includes any development under Windows Workflow Foundation (WinFX) and SharePoint Designer Workflows.

SharePoint Designer, Visual Studio and any other web development tool provided by Microsoft for development in SharePoint may be used for the development of the SharePoint user interface. The use of these development tools will be limited to SCA’s, with individual exceptions being granted by Site Collection Administrators for Site Designers and Owners.

Auburn University/ACES Employees must develop websites in compliance with Internet design standards and laws concerning copyrights, proprietary names and trademarks.

Storage Quotas

Auburn University’s custom configuration of SharePoint imposes a 250MB limit on the size of a single document that can be uploaded into a document library.

 250 MB of storage is allotted for each user’s My Site.

 10GB of storage is allotted for all site collections.

 SCA’s receive alerts when storage is at 90% of quota.

 SharePoint administrators can override storage quota for Site Collections with the approval of SPOC.

Document Management

Documents shared across multiple divisions should be stored on an Intranet Aggregate Site or in a site collection under the “group” managed path on sites.auburn.edu.

Video files should not be house on SharePoint servers. Video files should be housed on Auburn University’s streaming media server instead.

Posting software to SharePoint must comply with the above quotas and prohibitions and with the rules of software distribution as stated in the Auburn University ERP Data Protection Policy

Some file types may be prohibited as determined necessary by SPOC. Users may petition SPOC for addition of allowable file types.

Content Management

Content will be maintained by the appropriate content owner, typically the author of the content.

Content posted to SharePoint as:

 INTERNAL is not to be transmitted outside Auburn University. Content that is not identified is considered to be INTERNAL unless it is posted to a public facing site, in which case it will be designated as PUBLIC USE.

 CONFIDENTIAL is not to be transmitted or shared with anyone who does not have authorization to see it.

 PUBLIC USE has been deemed to not contain proprietary or confidential information and

 PRIVILEGED is regarded as attorney-client communication and shall be dated and not transmitted or shared with anyone who does not have authorization to see it.

 COPYRIGHTED shall be assumed to be protected by copyright and shall be dated and marked. It shall show the copyright owner’s name and shall not be reproduced in electronic or hard-copy form without authorization. Copyrighted material will not be added to the site without the proper licensing or approval.

SCA and Site Owners should publish content in a way that ensures confidential content is only shared on sites with limited access.

Conduct

Auburn University Employees/ACES or guests and agents of Auburn University/ACES using the Auburn University SharePoint environments are representing

their organization. They are expected to follow all Auburn University/ACES IT Network Policies currently in place.