Sites and Teams: the rules on one page
Tab & Shift Engineering Ltd. · Owners, names, requests, cleanup and guests
| Owner | Prepared by | Date | Status |
|---|---|---|---|
| Priya Shah Director of Operations | Floor 16 Technologies | Sep 30, 2026 | v1.1 · Approved |
The summer cleanup took Tab & Shift from 78 sites to 44. These rules keep it there. Every site and Team has two owners, every name follows one pattern, new ones come through one short form, and sites nobody uses are archived on a schedule instead of piling up.
Who owns what
Owners decide who gets in. IT builds and fixes. One person owns the rules.
| Who | Is | What they do |
|---|---|---|
| Site owners two per site or Team | The person who runs the work, and a deputy | Approve access requests within two working days. Keep the content current. Confirm the member list every April and October. Say yes or no to guests. Name a replacement before leaving the role. |
| IT coordinator | Sam Okafor | Builds sites and Teams from approved requests. Runs the six-month review. Fixes what Site Health flags, such as a site down to one owner. |
| Governance owner | Priya Shah, Director of Operations | Owns this page. Approves anything outside the patterns. Signs off every archive and every deletion. |
| Everyone else | All 90 staff | Save work in the site it belongs to. Ask the owner for access, not IT. Share outside only as set out below. |
Who the two owners are
| Site or Team | First owner | Second owner |
|---|---|---|
| Project | The project manager | The division lead |
| Client | The client lead | A project manager on that client's work |
| Bid | The bid lead | Grace Lin, Business Development Lead |
| Department | The department head | A deputy the head names |
| Leadership and Board | Paige Tab | Marcus Chen |
When an owner leaves, Site Health flags the site the next day and the department head names a replacement within two weeks.
Names follow one pattern
A name says what the site is and who it is for, so people know where they are before they open it. The same name is used in SharePoint, in Teams and in the web address.
| Type | Prefix | Example | Used for |
|---|---|---|---|
| Project | PRJ | PRJ-Henderson-Riverside-Office | One project for one client, from approval to close |
| Client | CLI | CLI-Henderson-Builders | Work for a client that spans projects: framework terms, contacts |
| Bid | BID | BID-Henderson-Parkade | A proposal before it is won. It becomes a project or is archived |
| Department | DEP | DEP-Field-Services | A standing team: Finance, HR, Engineering, Field Services |
| Working group | GRP | GRP-Health-and-Safety | A committee that crosses departments |
| Short-lived | TMP | TMP-Office-Move-2026-12 | Anything under six months. Ends with the month it closes, and is archived then |
- Hyphens between words. No spaces, no symbols, 50 characters at most. The address matches:
/sites/PRJ-Henderson-Riverside-Office. - Client names come from the client list, so it is always Henderson, never HB or Henderson Bldrs.
- Never a person's name, Test, New, Copy, Old, or a year on work that runs longer than one.
How to ask for a new site or Team
| Request | Approved by | Ready in |
|---|---|---|
| Project site and Team | No form. Approving the project in the register is the approval | Minutes |
| Bid, department, working group or short-lived | The requester's department head | 1 working day |
| Guests on a site set up without them, or a name outside the pattern | Priya Shah | 2 working days |
Example. Ahmed Karim's Riverside Office project for Henderson Builders is approved in the register at 9:10 on a Monday. By 9:25, PRJ-Henderson-Riverside-Office exists as a site and a Team, with Ahmed and Hannah Brooks as owners and guests allowed from Henderson's email domain only.
Creating a Team straight from Teams is switched off for everyone except IT, so every new one comes through the form. A request with no answer after two working days goes to Priya Shah by itself.
Sites nobody uses
Every April and October, Site Health lists each site and Team where nothing has changed in 180 days. The owners decide what happens. If nobody answers, it is archived.
| When | What happens |
|---|---|
| Review day | Both owners get one email per site: Keep, or Archive. One click. |
| Day 14 | No answer: a reminder to both owners, copied to Priya Shah. |
| Day 30 | Still no answer: the site is archived. |
| Any time after | An owner asks, and IT restores it within one working day. |
What archived means
- Read-only, off the menus and the Teams list, and out of AI answers.
- Still found in search by the people who had access, and kept under its retention label.
- Deleted only when the retention period ends, after a review the governance owner signs.
- Projects do not wait for the review. A project site is archived the day the project closes in the register.
Guests and sharing outside Tab & Shift
Clients and subconsultants need to see some of our work. These are the rules for how, in plain words.
| Question | The rule |
|---|---|
| Who can invite a guest? | Only a site owner. Nobody else can add someone from outside. |
| Where can guests go? | Client and project sites set up for guests, and only into the Client Exchange library. Bid, department, HR, finance and leadership sites do not allow guests at all. |
| Who can be a guest? | A named person at a client, subconsultant or authority, on their work email. No personal addresses, and no shared ones such as info@. |
| How long do they stay? | 90 days, then the owner gets one click to renew. Every guest is removed when the project closes. |
| What kind of link? | Links for specific people only. "Anyone with the link" is switched off across Tab & Shift. |
| What never goes outside? | Pricing, rates, HR, payroll and board papers. Their labels block it, even if someone tries. |
| Sent to the wrong person? | Tell the site owner and Sam Okafor the same day. Access can be pulled in minutes. Reporting it is never the problem. |
Changing the rules
Priya Shah owns this page. Changes are asked for through Sam Okafor, agreed at the quarterly operations meeting, and applied to every site at once, so no site drifts from the rest. Site Health shows any site outside these rules, in plain words, to its owners and to IT.