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Document Management System (DMS) - SharePoint (For Staff Only)
Overview of SharePoint
SharePoint is a Microsoft cloud-based collaboration and document management platform that enables departments and committees to:
- Store, organise, access and share files securely on and off campus
- Manage document access through permission settings
- Maintain version history to track and restore changes
- Co-edit documents in real time with multiple users, supported by auto-save functionality
- Search documents efficiently using built-in search capabilities
Departments are encouraged to use SharePoint for storing:
- Departmental documents and records
- Collaborative working files
- Committee documentation
- Records requiring access control
Roles and Responsibilities of SharePoint Site Owners
Each department or committee maintains its own SharePoint site. Designated SharePoint site owners are responsible for the overall administration and governance of their respective sites, including:
- Managing user access and permission settings
- Ensuring proper management of documents
- Monitoring site usage and ensuring compliance with the University policies
- Reviewing and updating access rights regularly
Suggested Access Rights Management
To ensure effective collaboration while safeguarding information security, departments are advised to adopt a structured approach to manage access rights in SharePoint.
Presentation Materials of Sharing Session
User Guide
Useful Tips
Feedback
If you have any queries and feedback on SharePoint, please contact IT Help Desk at 2948 6601 or helpdesk@ocio.eduhk.hk.
