SharePoint Improvements

Every file across all CDT SharePoint sites was catalogued — giving us a complete picture of what's stored, where it is, and whether there are duplicates.

The audit found that CDT's SharePoint had grown organically over the years, with files spread across multiple separate storage areas and several categories of duplicate files that had built up from old synchronisation software.

We also found 110 groups of files that exist in more than one department folder — for example, the same document appearing in both Finance and Property. In total these account for about 162 MB.

SharePoint is designed for internal document management, not for serving media on a public website. It blocks videos from being embedded on external sites, downloads are slow, and sharing links still require a Microsoft login.

We moved heritage videos, photos, and documents to Cloudflare — a purpose-built content delivery network. Files load faster, work on any device, and cost only ~$0.35/month for all our current content.

The 31 largest heritage videos are now served from Cloudflare and play directly in the portal gallery. Two files had already been deleted from SharePoint before we could copy them. 56 smaller clips (under 100 MB each) remain on SharePoint as they don't need public access.

Includes: museum films, Imperial War Museum licensed clips, drone footage (Bob Kerr and George Eadie), and event recordings.

Heritage photos from 9 SharePoint folders were copied to Cloudflare. They now load quickly in the portal gallery and can be used on the public website.

The Heritage Conservation Framework produced detailed assessments for each building on camp — covering significance, condition, current use, and recommended repairs (graded urgent, necessary, or desirable). These were stored as two large compressed archives on SharePoint.

All 1,239 files have been extracted and made available for the portal, where they feed into the camp condition tracking pages.

A dedicated SharePoint site has been set up for trustee use at comriedevtrust.sharepoint.com/sites/BoardPortal. This gives the board a single, secure place for governance documents.

What's included

• ●Board Meetings — upload agendas, minutes, and papers. Each document can be marked Draft, Final, or Approved.
• ●Governance Documents — central store for policies, procedures, and reference documents.
• ●Board Actions — track actions from meetings with owner, due date, and status.
• ●Register of Interests — record trustee declarations as required by OSCR.

Access

Only members of the CDT Trustees group can see this site. New trustees receive an email invitation and are added automatically.

Over the years, a number of small SharePoint sites were created for specific projects or working groups. Most are now empty or contain very little. Consolidating these will make SharePoint simpler to navigate.

Empty sites (10) — ready to remove

These sites were created as placeholders but never used. They contain no files.

Small sites (11) — archive contents first, then remove

These contain a small amount of content (up to 43 MB each). All files will be copied to an "Archived Sites" folder on the main CDT site before the originals are removed.