Ever thought about organising your files and in what order? In this day and age things need to be organised and as part of January’s theme I thought I would share some insights about Sharepoint with you.
It is always good to have a set order of files and folders which have specific permissions on them. So let’s start with the basics.
You wouldn’t want someone in accounts to have access to technical information on a client nor would you need to give a director access to everything. Why? I hear you ask. As a director of a company you are a prime target for hackers and if they gain access to your account then they would be able to see things like personal information for your employees if you have access to the accounts or HR departments files for example.
It is always best to only have access to what is needed to do your job whether you are a director or a toilet cleaner. Although I doubt a toilet cleaner needs to access a computer normally, but they would need access to their wage slip if it is sent by HR.
Microsoft 365 can provide exactly this granularity. To start, you would have an area which can be divided into a hierarchy. The top level folders would be something like: HR, Accounts, Directors, Sales and Collaboration for example. The collaboration being the area specifically set up to share with your external clients. This is the way that large files can be collaborated on without the need to send out loads of revisions by email and they can be worked on at the same time.
If you need assistance in organising your file structures or need to know anything about SharePoint, its capabilities or backups, please get in touch.
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