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Process



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Introduction

NYSERDA uses an externally-facing SharePoint site as a secure web-based collaboration platform. With this platform, files can be shared with NYSERDA staff, external stakeholders, as well as with inter-agency personnel who require access to perform their specific job duties. Sharing files or information that contain Public, Confidential-Internal, Confidential-Private, and/or Confidential-Restricted information are subject to NYSERDA's Data Classification and Security Controls Policy.

This page outlines the process involved in requesting new External SharePoint sitesite components such as Document Libraries or Lists. Click each tab below, in order, to review the complete process and all steps involved. If you have questions or issues with any part of this process, please reach out to the Data Governance office for further support.


Instructions

UI Steps
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UI Step

Access the Service Desk application from the NYSERDA Launch Page.


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UI Step

Select the Share Data with External Parties option under the IT Support side-tab.

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UI Step

Include the following information in the ticket:

Purpose of RequestProvide a high level description of the data that will be included in the documents or list items.
Data Classification Type

Document the data classification category:

  1. Public
  2. Confidential – Internal
  3. Confidential – Private
  4. Confidential – Restricted
Site NameProvide the name of the site where the Document Library or List should be created.
Site LinkProvide the URL of your current site.
New Document Library or List NameDocument the name the Document Library or List should be given.
Who Needs AccessList stakeholders that will require access.
What Access Level is Required

Document which type of access each stakeholder will require.

  1. Edit with Delete
  2. Edit without Delete
  3. Read-Only



UI Step

The ticket and information within will be reviewed by IT and Data Governance. Once approved, the new Document Library or List will be implemented by IT. IT will also send out an email notification providing details regarding the new Document Library or list.


UI Step

Once you have received notification from IT that the new Document Library or List has been implemented, access the new site component and ensure it was set up correctly, reviewing the assigned permissions, name, and any other requirement you document when establishing the ticket.


UI Step

If the new site component requires additional work, reach out to IT to have the requested changes made. If the site component was implemented correctly, add internal and external stakeholders to the required permissions groups as outlined in the SharePoint: Managing Permissions page.