by Stuart Croghan
1. Only upload documents that you don’t mind being available to the public
The Workspace area within Sharepoint is specifically for files to support the CMS web pages. Be mindful when you upload files into this area. Public folders are indexed by search engines (i.e. Google), internal folders are secure as long as you don’t change their permissions to make them public. We would recommend that even in those internal folders don’t store very sensitive information as the internal group includes all staff and students.
For other requirements contact the ICT service desk to get advice on the best solution for your needs.
2. Linking to a document
The CMS editor has a link wizard that has been designed to link to documents placed here. We recommend using the link wizard as it creates a link to meet the accessibility standard.
3. Types of files
This system has been set up to store web documents and so is designed for wordprocessor documents, spreadsheet and presentations. Any videos, pictures or other types of files should not be uploaded to this area. Please consult your departmental administrator or faculty web officer regarding uploading other types of files.
4. Folders within workspace Background information on how ‘workspace’ in Sharepoint has been set up
The ‘workspace’ has been set up to store documents that are to be linked to via the college’s websites. Each sub-folder of ‘workspace’ (e.g. mechanicalengineering) matches a corresponding college website. Within each of these websites is a ‘Public’ folder. You can create sub-folders within this to organise your files.
5. Restricting access to files/folders
You have the ability to restrict folders and files to specific audiences however we do not recommend this. Once a document is uploaded to Sharepoint it can be easily copied and relayed to a public audience. So our recommendation is to ONLY put public documents into this area.