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Lakeville IT subcommittee reviews SharePoint prototype and sets website timeline for spring launch
Summary
The Town of Lakeville IT Subcommittee reviewed a SharePoint prototype intended to replace file shares, discussed migration and records‑retention challenges, and heard that the Civic Plus website redesign is expected to launch in roughly April; a SharePoint demo will be scheduled for committee review.
At its Jan. 12 meeting the Town of Lakeville IT Subcommittee heard a progress update on a planned migration from file shares to Microsoft OneDrive and SharePoint and on the town’s Civic Plus website redesign.
Unidentified Speaker 1 described a phased plan to move town employees off file shares onto OneDrive and SharePoint to reduce local file storage risks and improve collaboration. He said the initial SharePoint site will be designed for the select board and town administrator staff, then rolled out to other departments.
Bob McNally and a developer reported a SharePoint prototype is ready for demonstration. “We’ve got the town homepage, if you will, set and ready to go,” the developer said, noting templates for the select board page are prepared and granular permissions can be configured so, for example, select board members cannot access HR documents.
Committee members discussed the scale of the migration: the need to classify and clean thousands of files, state document‑retention rules (described in the meeting as about a 67‑page policy), and archival options such as a NAS box to preserve older files. Unidentified Speaker 1 emphasized the migration is substantial and that departments will need to claim files or risk removal after a specified period.
Members also discussed public access. Wayne Sula asked whether SharePoint would provide a public records lookup. Unidentified Speaker 1 said public‑facing documents and meeting minutes would likely be served by the new Civic Plus website, while SharePoint itself would remain primarily for internal use with request‑access workflows for documents restricted by permissions.
Unidentified Speaker 7, who met with the Civic Plus project manager, told the committee the vendor estimated a four‑month schedule from the first meeting to launch — roughly placing a possible go‑live in April — and noted the project team asked for photos and design input from the town.
No final policy or purchase decisions were made. Actions from the meeting included scheduling a virtual demo of the SharePoint prototype and asking staff to map licenses and phase desktop migrations by cost and priority.
