Currently, internal documents are spread across multiple platforms, including:
- InTouch
- SharePoint
- E-library
- Corporate website
This fragmented approach has led to duplicated documents, version control issues, and difficulties finding the most up-to-date information.
Internal documents (internal staff access only)
We have now introduced a new Cumberland Intranet Documents SharePoint. This will be our single, central location for internal documents. This will be managed by the Digital Team.
Within this SharePoint, each service has its own folder. We are currently consolidating documents from the existing platforms into these folders.
Once this process is complete, the existing platforms will be shut down, and all internal documents will be managed centrally through the new SharePoint.
Public or externally accessible documents
Documents that need to be accessed by external staff who do no have a council device or an email or partners will not be stored on the internal SharePoint.
Instead, these documents will be uploaded directly to the intranet website, making them publicly accessible without a login.
This ensures:
- external users can access the information they need
- documents are not restricted behind council systems
- there is a clear distinction between internal and public information
Read more about how to determine if your content should be restricted or public.
How to replace or add a new document to the intranet
You will be asked in your content request if the content or document can be public or restricted.
If you document needs to be restricted, then the Digital Team will:
- store the document in the relevant folder in SharePoint
- gather the link from the document and add the link into the relevant page on the new intranet – the public will not be able to access this link, as it will require staff login credentials
If the document can be public, then the Digital Team will upload the document into the website.