Enhance Security with Sharepoint Document Control

Configuring your Microsoft SharePoint environment in a secure way is essential to creating an effective tool for your environment. Requiring documents to be checked out in a SharePoint library offers several advantages, particularly for organizations that need to maintain control over document editing and versioning.

Let's take a look at how you can make the most of your Microsoft environment while maintaining security and efficiency using SharePoint!

Here are some key reasons why a company might choose to enable this feature: 

1. Prevents Simultaneous Edits

• When check-out is required, only one person can edit a document at a time. This avoids conflicts or accidental overwrites, which is especially helpful for critical documents where accuracy is paramount. 

2. Maintains Version Control

• Users are prompted to check documents back in after making changes, which ensures that every update is saved as a new version. This makes it easier to track changes and revert to previous versions if needed. This also allows a manager or department lead who can be notified when a document is checked back in for approval. 

3. Improves Accountability

• By requiring check-out, it's clear who has the document checked out and is responsible for its updates. This transparency can help teams coordinate effectively. 

4. Ensures Completeness of Edits

• Users must save and check documents back in to make their changes visible to others. This ensures edits are completed and properly finalized before others can access the document. 

5. Enhances Workflow in Highly-Regulated Environments

• For industries like finance, healthcare, or legal, requiring check-outs adds an extra layer of control and ensures compliance with document handling policies. 

6. Protects Shared Content

• Reduces the risk of unintended changes, deletions, or formatting issues caused by multiple users working on the same document simultaneously. 

This feature is best suited for teams or organizations that work with sensitive, critical, or highly regulated content. So if your business is subject to certain compliance or regulatory factors, this is another tool to consider when hardening your environment.

However, for environments that prioritize real-time collaboration, tools like Microsoft Teams or co-authoring in Office apps might be more suitable. 

To set up a SharePoint document library so that documents need to be checked out before editing, follow these steps: 

1. Go to the Document Library

• Navigate to the SharePoint site where your document library is located. 

• Open the specific library you want to configure. 

2. Access Library Settings

• Click on the Settings gear icon in the top-right corner. 

• Select Library Settings from the dropdown menu. 
   

3. Configure Versioning Settings

• In the Library Settings page, find and click on Versioning Settings under the General Settings section. 

4. Enable Check-Out Requirement

• In the Require Check Out section, look for the option Require documents to be checked out before they can be edited? 

• Select Yes to enable this feature. 
   

5. Save Changes

• Click OK to save your settings and apply the changes to the library.

By following the simple steps outlined to set up document check-out in a SharePoint library, organizations can enhance their document management practices and establish a robust system for managing critical information assets. Ultimately, the benefits of enabling document check-out in SharePoint libraries extend beyond just version control - they promote accountability, integrity, and efficiency in document workflows, contributing to a more organized and secure document management environment. 

Expedient Technology Solutions is your trusted partner for Managed IT services in Dayton, Cincinnati, Columbus, and the Ohio Valley region. Our tailored solutions are designed to meet the unique technology needs of businesses in these areas. Contact us today or visit our website to learn more about how we can elevate your IT infrastructure and boost your business operations. Learn how Expedient Technology Solutions can be your local IT support partner, whether you need help co-managing your environment or a fully supporting partner.