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<p class="MsoNormal"><span style="font-size:14.0pt">Allen,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">I feel your pain…I live your pain. This is how I would recommend dealing with this.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">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:<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:18.0pt;background:white"><b><span style="font-size:18.0pt;font-family:Roboto;color:#111111">Set up a library to require check out of files - SharePoint<o:p></o:p></span></b></p>
<p class="MsoNormal" style="margin-left:57.0pt;text-indent:-.25in;line-height:16.5pt;mso-list:l0 level1 lfo1;background:white">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><span style="mso-list:Ignore">1.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:Roboto;color:#111111">Navigate to the library you plan to work in.
<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:57.0pt;text-indent:-.25in;line-height:16.5pt;mso-list:l0 level1 lfo1;background:white">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><span style="mso-list:Ignore">2.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:Roboto;color:#111111">On the ribbon, in the Library Tools group, select the Library tab.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:57.0pt;text-indent:-.25in;line-height:16.5pt;mso-list:l0 level1 lfo1;background:white">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><span style="mso-list:Ignore">3.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:Roboto;color:#111111">Select Library Settings.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:57.0pt;text-indent:-.25in;line-height:16.5pt;mso-list:l0 level1 lfo1;background:white">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><span style="mso-list:Ignore">4.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:Roboto;color:#111111">On the Library Settings page, under General Settings, select Versioning settings.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:57.0pt;text-indent:-.25in;line-height:16.5pt;mso-list:l0 level1 lfo1;background:white">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><span style="mso-list:Ignore">5.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:Roboto;color:#111111">In the Require Check Out section, under the Require documents to be checked out before they can be edited? question, select Yes.<o:p></o:p></span></p>
<p class="MsoNormal" style="margin-left:57.0pt;text-indent:-.25in;line-height:16.5pt;mso-list:l0 level1 lfo1;background:white">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><span style="mso-list:Ignore">6.<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:Roboto;color:#111111">To close the dialog and return to the Library Settings page, select OK.<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><o:p> </o:p></span></p>
<p class="MsoNormal" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><o:p> </o:p></span></p>
<p class="MsoNormal" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111">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:<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="color:#111111;margin-left:0in;line-height:16.5pt;mso-list:l1 level1 lfo2;background:white">
<span style="font-size:12.0pt;font-family:Roboto">Understand the Check-Out and Check-In Process:<o:p></o:p></span></li></ul>
<p class="MsoListParagraph" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="color:#111111;margin-left:0in;line-height:16.5pt;mso-list:l1 level1 lfo2;background:white">
<span style="font-size:12.0pt;font-family:Roboto">Training and Communication:<o:p></o:p></span></li></ul>
<p class="MsoListParagraph" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="color:#111111;margin-left:0in;line-height:16.5pt;mso-list:l1 level1 lfo2;background:white">
<span style="font-size:12.0pt;font-family:Roboto">Set Permissions Wisely:<o:p></o:p></span></li></ul>
<p class="MsoListParagraph" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="color:#111111;margin-left:0in;line-height:16.5pt;mso-list:l1 level1 lfo2;background:white">
<span style="font-size:12.0pt;font-family:Roboto">Use Version History:<o:p></o:p></span></li></ul>
<p class="MsoListParagraph" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111">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.<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="color:#111111;margin-left:0in;line-height:16.5pt;mso-list:l1 level1 lfo2;background:white">
<span style="font-size:12.0pt;font-family:Roboto">Require Check-Out:<o:p></o:p></span></li></ul>
<p class="MsoListParagraph" style="line-height:16.5pt;background:white"><span style="font-size:12.0pt;font-family:Roboto;color:#111111">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.<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:12.0pt;color:#866300">PROFESSOR
<o:p></o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:12.0pt;color:#866300">CORINNE HOISINGTON</span><o:p></o:p></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:8.0pt">Central Virginia Community College</span><o:p></o:p></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:8.0pt"> </span><a href="https://urldefense.proofpoint.com/v2/url?u=https-3A__www.linkedin.com_in_corinnehoisington_&d=DwMFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=pehF888HHFFpmFi_m2TEi_xdzR5c9HAKdb3sfysZyVY&m=tWO1mGc_Lh4lDNRO3aTw723E2mfNU3f-jdyW4cjiuC4ePm_ta8oA5Tjl0rfpqiKa&s=SeilAYeiurX8vVCWi195kqzYvgmKocL23bSwljZ-eag&e="><span style="font-size:20.0pt;font-family:"Imprint MT Shadow";color:#0070C0;text-decoration:none"><img border="0" width="24" height="24" style="width:.25in;height:.25in" id="Picture_x0020_2" src="cid:image002.jpg@01DA1779.1BED9E50"></span></a><span style="font-size:8.0pt"> </span><o:p></o:p></p>
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<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:8.0pt"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><b><span lang="FR-CA" style="font-size:8.0pt">Email:</span></b><span lang="FR-CA" style="font-size:8.0pt"> hoisingtonc@centralvirginia.edu</span><span style="font-size:8.0pt"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal" style="vertical-align:baseline"><span style="font-size:20.0pt;font-family:"Imprint MT Shadow";color:#0070C0"><img border="0" width="1" height="1" style="width:.0104in;height:.0104in" id="Picture_x0020_3" src="cid:image003.png@01DA1779.1BED9E50"></span><span style="font-size:3.0pt"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:18.0pt;font-family:"Imprint MT Shadow";color:#4472C4"><o:p> </o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal"><b>From:</b> Allen Samuels <samuels@jlab.org> <br>
<b>Sent:</b> Tuesday, November 14, 2023 4:08 PM<br>
<b>To:</b> Hoisington, Corinne <hoisingtonc@centralvirginia.edu><br>
<b>Cc:</b> SRF Pansophy (pansophy@jlab.org) <pansophy@jlab.org><br>
<b>Subject:</b> Sharepoint Revision Control<o:p></o:p></p>
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<p class="MsoNormal"><o:p> </o:p></p>
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<span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif;color:#212121">You don't often get email from
<a href="mailto:samuels@jlab.org">samuels@jlab.org</a>. <a href="https://urldefense.proofpoint.com/v2/url?u=https-3A__aka.ms_LearnAboutSenderIdentification&d=DwMFAg&c=CJqEzB1piLOyyvZjb8YUQw&r=pehF888HHFFpmFi_m2TEi_xdzR5c9HAKdb3sfysZyVY&m=tWO1mGc_Lh4lDNRO3aTw723E2mfNU3f-jdyW4cjiuC4ePm_ta8oA5Tjl0rfpqiKa&s=zthU0hPOWNO3PLCKGuKKcW8gPO46oPCIBVtZWbcbHSM&e=">
Learn why this is important</a><o:p></o:p></span></p>
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<p class="MsoNormal">Good Afternoon,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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?<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you for your time,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Allen Samuels<o:p></o:p></p>
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