[Pansophy] [EXTERNAL] RE: Sharepoint Revision Control

[Hoisington, Corinne]

Allen,
I feel your pain...I live your pain. This is how I would recommend dealing with this.

With version control history, at least you know who has been in the document, but with too many in the same document at once, yes people can overwrite very easily. I think this is exactly why we need everyone to do this SharePoint training at JLab. Some of my best practices would include possibly requiring check out for vital files:
Set up a library to require check out of files - SharePoint
1.     Navigate to the library you plan to work in.
2.     On the ribbon, in the Library Tools group, select the Library tab.
3.     Select Library Settings.
4.     On the Library Settings page, under General Settings, select Versioning settings.
5.     In the Require Check Out section, under the Require documents to be checked out before they can be edited? question, select Yes.
6.     To close the dialog and return to the Library Settings page, select OK.


Implementing an effective check-out and check-in process in SharePoint for document management is crucial for maintaining version control and ensuring collaboration efficiency. Here are some best practices to consider:


  *   Understand the Check-Out and Check-In Process:

Ensure that all users involved in document management understand the purpose and benefits of the check-out and check-in process. This helps in fostering a culture of collaboration and version control.


  *   Training and Communication:

Provide adequate training to users on how to use the check-out and check-in features. Clearly communicate the importance of these processes in avoiding conflicts and maintaining a single version of truth.


  *   Set Permissions Wisely:

Configure SharePoint permissions to ensure that only authorized users can check out and edit documents. This helps prevent unauthorized changes and ensures that the right individuals have control over document versions.


  *   Use Version History:

Check versioning for document libraries. This allows you to track changes made to documents over time and provides a fallback option in case there is a need to revert to a previous version.


  *   Require Check-Out:

Configure the document library settings to require users to check out documents before editing (See above). This ensures that only one person can make changes to a document at a time, reducing the risk of conflicting edits.


[cid:image001.png at 01DA1779.1BED9E50]
PROFESSOR
CORINNE HOISINGTON
Central Virginia Community College
 [cid:image002.jpg at 01DA1779.1BED9E50] <https://urldefense.proofpoint.com/v2/url?u=https-3A__www.linkedin.com_in_corinnehoisington_&d=DwIFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=pehF888HHFFpmFi_m2TEi_xdzR5c9HAKdb3sfysZyVY&m=tWO1mGc_Lh4lDNRO3aTw723E2mfNU3f-jdyW4cjiuC4ePm_ta8oA5Tjl0rfpqiKa&s=SeilAYeiurX8vVCWi195kqzYvgmKocL23bSwljZ-eag&e= >

Email: hoisingtonc at centralvirginia.edu



From: Allen Samuels <samuels at jlab.org>
Sent: Tuesday, November 14, 2023 4:08 PM
To: Hoisington, Corinne <hoisingtonc at centralvirginia.edu>
Cc: SRF Pansophy (pansophy at jlab.org) <pansophy at jlab.org>
Subject: Sharepoint Revision Control

You don't often get email from samuels at jlab.org<mailto:samuels at jlab.org>. Learn why this is important<https://urldefense.proofpoint.com/v2/url?u=https-3A__aka.ms_LearnAboutSenderIdentification&d=DwIFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=pehF888HHFFpmFi_m2TEi_xdzR5c9HAKdb3sfysZyVY&m=tWO1mGc_Lh4lDNRO3aTw723E2mfNU3f-jdyW4cjiuC4ePm_ta8oA5Tjl0rfpqiKa&s=zthU0hPOWNO3PLCKGuKKcW8gPO46oPCIBVtZWbcbHSM&e= >
Good Afternoon,

I had some questions regarding Sharepoint that I was hoping you could help me with. One of my jobs is dealing with documents and revision control at Jefferson Lab. We are having problems where people do not check out or lock documents when revising them, leading to other employees overwriting the document and creating multiple versions. We also have people who forget to unlock documents when they're done, leaving the documents unusable by others. This is an ongoing issue we are already facing and addressing and are not inherent to sharepoint. As we are looking at using Sharepoint more and more, I thought it would be prudent to reach out and ask the expert what we could do to put a stop to this sharepoint-side before it also becomes an issue. Are there any setting, practices, or anything else you would suggest?

Thank you for your time,

Allen Samuels
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20231115/40888363/attachment-0001.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.png
Type: image/png
Size: 38411 bytes
Desc: image001.png
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20231115/40888363/attachment-0002.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.jpg
Type: image/jpeg
Size: 2117 bytes
Desc: image002.jpg
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20231115/40888363/attachment-0001.jpg>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.png
Type: image/png
Size: 120 bytes
Desc: image003.png
URL: <https://mailman.jlab.org/pipermail/pansophy/attachments/20231115/40888363/attachment-0003.png>