One Site Collection or Many Site Collections? The Answer Is Easy and Important

 
Kurt Kragh Sørensen's picture

I heard Dan Holme talk about "One Site Collection or Many Site Collections? The Answer Is Easy and Important" at Unity Connect Amsterdam and here are my take-aways. 

Session description

There’s a reason why you are allowed 500,000 site collections! To fully administer and govern a SharePoint environment—on-prem or online—you will need a lot of site collections. Site collections are the architectural component that scopes fundamental aspects of information management and service management. However, many organizations create subsites instead of site collections. And subsites are highly problematic for information lifecycle management. If your organization isn’t creating a new site collection for every new team, project, function, or “application”, this session will explain why you must.

My take aways

Navigation

When you use many site collections you have to customize navigation. 

Guidelines or policies

Guidelines are when you tell people what to do. As an example you could try to tell them not to look at other department’s files. 

If you use policies you block access for others to see other departments’ files.

Content types

It is also easier to use different content types if you use different site collections. If you use the same content types across site collections you use the content type hub. 

Metadata

You have to use term store in order to use metadata across site collections.

Content Roll-Ups

Here you use Content by Search and Analytics.

Content Publication

You use Content by Search to publish across site collections.

Administration

PowerShell or Third-Party Admin Tools is to be used for administration.

Settings

Many settings that enable policy-based management are scoped at the site collection level: 

Information Management Controls: Ownership, Administration, Audit settings, Search settings, User & Group Management. (Locks, features and site collection term set)

Service Management Controls: Quotas, Lifecycle easy archive and delete. (Sandbox solutions, device channels, site use & confirmation)

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