What you own as a Site Owner

As a Site Owner, you're responsible for the day-to-day shape of one or more SharePoint sites. The platform sets the policy envelope; within that envelope, you decide how the site looks, what libraries it has, who can do what, and how content is organized.

Your scope:

• Site content — adding libraries from the catalog, organizing libraries, managing metadata.

• Site navigation — keeping the left nav and any custom pages current.

• Permissions — managing membership using Entra ID groups, escalating exceptions.

• Hub navigation contributions — keeping your site's link in the hub navigation current.

• Site usability — landing page, branding within the standards, page content.

• Routine maintenance — removing stale content, cleaning up legacy artifacts.

Not your scope (escalate):

• Provisioning new sites — that's a request to a Broker.

• Defining new content types or term sets — that's the Information Manager team.

• Setting retention policy — that's defined at the platform level.

• Modifying site URL or core configuration — that's IT operations.

• Resolving security incidents — that's the security team.

Recommended cadences

Cadence	Activity
Weekly	Quick scan — anything obvious in the activity report? Any access requests pending?
Monthly	Membership review — anyone joined/left who needs adjustment? Any libraries missing or duplicate?
Quarterly	Content review — old content that should be archived or removed? Permissions still right? Navigation still current?
Annually	Full site review — does the structure still match how the team works? Are libraries serving their purpose? Talk to the Broker about the year ahead.

Common tasks — quick reference

Adding a library

• Use the Library Catalog request flow. Don't create libraries from scratch — the catalog gives you libraries with the right metadata, content types, and retention.

• Pick the library template that matches your content type (Operational Documents, Policies, Project Files, etc.).

• Name the library so it's clear to your users.

• Add it to the site navigation.

Managing permissions

• Use Entra ID groups for membership management — add or remove members from the group, not directly from the SharePoint group.

• Members and Visitors get the standard permission levels. Use them.

• If you need to share a specific library or folder with a different audience, request a permission exception through the Broker.

• Don't break inheritance on individual files — if content needs different access, use a folder or library instead.

• Document any inheritance breaks you create.

Maintaining navigation

• Left nav: keep current. When you add a library, add it to nav. When you remove a library, remove the nav link.

• Hub navigation: when your site changes (rename, new purpose), update the hub nav. Talk to the hub owner if you don't have permission to update directly.

• Page content: review your landing page quarterly. Stale information on the landing page is a signal that the site isn't being maintained.

Cleaning up content

• Old drafts, working files that didn't move, legacy uploads — they accumulate. A quarterly walkthrough catches them.

• Don't be precious. If content hasn't been touched in years and isn't an explicit record, it can usually go.

• If you're not sure whether something is records-grade, ask the Information Manager.

• Check your sharing — old shared links to people who've left the project can be cleaned up.

Onboarding a new team member

• Add them to the appropriate Entra ID group — not directly to a SharePoint group.

• Walk them through the site once. Where libraries are, what's where, who to ask.

• Point them to the learning portal for self-service questions.

• Make sure they know who to escalate to (you, the Broker, the help desk).

Offboarding a team member

• Remove them from the Entra ID group when they leave the project or change roles.

• Check shared content — anything they shared externally that should be revoked?

• If they were the only Site Owner, get a co-owner appointed first.

Escalation paths

Question / situation	Who to ask
I need a new library that isn't in the catalog	Broker (who works with Information Manager to extend the catalog if needed)
I need a new site or Team	Submit a workspace request → Broker
I need an exception to a permission policy	Broker
I'm not sure if content is records-grade	Information Manager
I think a sensitivity label is wrong	Information Manager
A library or list is broken	IT help desk
I think there's been a security incident or accidental external share	Security team (out-of-band)
I want to retire this site	Information Manager (lifecycle process)
I need help understanding a feature	Learning portal first; CoP second; help desk for specifics

With Kybera Impact

Site Owners using Kybera Impact have access to the Workspace Requests app for new libraries and permission requests, the Broker Portal for visibility into their pending requests, and the Insights surface for site health (sharing, retention coverage, owner status). The day-to-day experience is mostly stock SharePoint; Kybera Impact shows up at the boundaries where the platform policy envelope meets Site Owner discretion.

Discussion Questions

• Are the recommended cadences realistic for your role and time?

• What part of the Site Owner role feels least clear today?

• Is the escalation table accurate — do these paths actually work?

• What additional quick-reference content would help (videos, walkthroughs)?

• How do you currently catch stale content — habit, audit, accident?

• Are you confident managing permissions, or is that the area you'd most want training on?

• What's your relationship with your Broker — clear and responsive, or vague?

• What's missing from this handbook?