Evenstar · Client Briefing

SharePoint Access Control Cleanup

JHM Construction, LLC — a before & after walkthrough of how we’re bringing clarity, structure and durable protection to your document access.

Current vs. target state

Click any site, team or channel below to see exactly who has access today — and who will after the migration.
1
Local file server
Unmanaged · no governance
Staff site
SharePoint · all-staff membership
2
HR files
Item-level permissions — fragile, invisible, one click from exposure
3
Finance site
Separate SharePoint site
Jesse Hostetler · Lacey Avis
Managed separately — no shared governance with Staff site
4 · Broken-link warning
Bookmarked paths, shared links, and Power Automate flows pointing at these old locations will stop working once content moves — each needs to be identified and repointed.
Team: Staff
Root · all staff
Estimator
Private channel · own site collection
Janette Johnsen · Jesse Hostetler · Jessica Brady-Smith
Team: Admin
Root · Jesse Hostetler, Jessica Brady-Smith, Lacey Avis
Finance
Private channel · own site collection
Jesse Hostetler · Lacey Avis
HR
Private channel · own site collection
Jesse Hostetler · Jessica Brady-Smith
Item-level permissions retired
HR access is now set once, at the channel level, and inherited cleanly — no more file-by-file permission sprawl to track.
Risk point — fragile, invisible permissioning
Private channel — genuinely isolated site collection
Numbered badges (before) correspond to migration steps below

Group membership

The five access groups underlying the diagram above, laid out plainly for reference.
Staff
12
Jesse Hostetler — jesse@jhmllc.com
Ashley Marich  — ashley@jhmllc.com
Brent Barker  — brent@jhmllc.com
Emmanuel Sanchez  — manny@jhmllc.com
Janette Johnsen  — janette@jhmllc.com
Jason Simmons  — Jason@jhmllc.com
Jessica Brady-Smith  — jessica@jhmllc.com
Jose Baretto  — jose.baretto@jhmllc.com
Lacey Avis  — lacey@jhmllc.com
Rob Proulx  — rob@jhmllc.com
Ron Tackman  — ronnie@jhmllc.com
Zachary Martiuk  — Zachary@jhmllc.com
Estimator
3
Jesse Hostetler — jesse@jhmllc.com
Janette Johnsen  — janette@jhmllc.com
Jessica Brady-Smith  — jessica@jhmllc.com
Admin
3
Jesse Hostetler — jesse@jhmllc.com
Jessica Brady-Smith  — jessica@jhmllc.com
Lacey Avis  — lacey@jhmllc.com
HR
2
Jesse Hostetler — jesse@jhmllc.com
Jessica Brady-Smith — jessica@jhmllc.com
Finance
2
Jesse Hostetler — jesse@jhmllc.com
Lacey Avis — lacey@jhmllc.com
Notes & requested changes
See something that needs to move, be added, or be removed? Jot it here and we’ll make the change before migration.

Migration mechanics

This is a content migration, not a permissions edit — here’s what actually happens.
1
Sort & place existing files
The directory structure in the current Staff SharePoint is still disorganized. Before cutover, JHM needs to mark and move files to where they should live long-term in the new structure — this is an internal task we’ll schedule and work through together in person.
2
Clear stale item-level permissions
The undocumented, file-by-file permissions on the old Staff library are audited and cleared before migration — nothing invisible carries over into the new structure.
3
Decommission & lock down old locations
The local server and both legacy SharePoint sites are set read-only, then retired on an agreed schedule once migration is verified.
4
Broken-link warning
Saved paths, shared links and Power Automate flows built against the old locations will break. These need to be inventoried and repointed as part of cutover.

Open question: retention & legal hold

Not yet decided
HR and Finance content needs an explicit retention policy before migration — this should not be left to a platform default. Pick one direction below and lock it in:
Next steps
Confirm the retention & legal hold direction above, then we’ll schedule the migration window and walk your team through cutover.
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Membership
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