SharePoint Document Management

Question

I'm currently working on a project to improve our organization's document management using SharePoint, and I'd love to get some insights from the community. In our project, we are planning to migrate all our files from a network drive to SharePoint, set up a structured document library, and implement version control for compliance purposes.

Here's my question: What are the best practices for structuring document libraries in SharePoint to ensure efficient document management and collaboration within an organization?

I'd appreciate any tips, recommendations, or real-world experiences you can share to make our SharePoint document management project a success. Thank you in advance for your valuable input!

Thanks

SharePoint consultant at Iqra Technology

Answer 1

Hi @Sana Chaudhary,

Thank you for posting in this community.

First, I would like to start by introducing you to the document library: A document library provides a secure place to store files where you and your co-workers can find them easily, work on them together, and access them from any device at any time.

The structure is a Document Library > Folders > Files. A document library can hold files directly, but creating folders to categorize files will make it easier to find and manage files. In folders, we can create different views to categorize, sort and filter files.

Here we provide an introduction to the basic operations of the document library:

• Save the files. A library can save up to 300,000 files and folders. But a view can only display up to 5,000 files. If your document library will save a relatively large number of files, then you need to refer to this article to manage large libraries.
• Add, edit, delete a file, folder, or link from a SharePoint document library, co-author, and download documents.
• Security management of documents. We can restrict user access by setting individual permissions on files or folders.
• You can create custom views of a document library to display items in a way that makes sense for you. For example, you can select the columns you want to display and arrange them in the order you want. You can also sort, filter, or group items to create a view that suits your needs.
• Version control can store, track and recover files as they change in a timely manner when they have been modified.
• Share SharePoint files or folders.

You can learn more about document libraries by consulting SharePoint's technical documentation. Or if you have other questions about document libraries, you are welcome to ask your new question in this forum. We will do our best to help you.

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