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My opinion: If it exceeds a couple thousand documents, you will likely want to have at least a top-level folder structure to group the documents. You may want to use some of the metadata values as folders instead in order to stay under the limit. Option 3: If the volume of documents exceeds the threshold limit, then metadata alone is not sufficient.Option 2: If the volume of documents exceeds the threshold limit you may want to use a top-level folder structure for the category and an additional folder level under that to further break down the number of documents returned in any view.Option 1: If the volume of documents in any category will exceed the limit, you can choose to separate them into separate libraries and then also have a top-level folder level to further break down the number of documents you will want to display at one time.If you will exceed the threshold when displaying the documents this is a problem. This will indicate how many documents you may want to display when a user is viewing the library. Know the rough estimate of the maximum number of documents that can be in any one category at any point in time. You should be aware of the list view threshold limit when working with lists and libraries in SharePoint. Your choice will often come down to other factors. This is simply due to the negative performance hit whenever permission inheritance is broken as well as ease of permission administration.Ĭonclusion: Permissions alone will likely not dictate which option you choose. My opinion: Both options 1 and 2 will work, however I lean toward trying to set permission at the library level (highest level) in SharePoint wherever possible. Option 3: You can not allow for permission differences between different metadata values so this is not an option.Break permission inheritance from the library level and set it at the folder level.

Option 2: Create 1 document library with multiple category folders within it.

Option 1: Create 1 document library per category.

What are the security requirements for the content? If there are different permissions per category your options are: Examples of this are contract files, project files, job competitions, etc. It is an excellent choice for grouping documents together in a folder with shared metadata. I usually describe these to users as “smart folders” since the folder can itself have metadata. I neglected to mention document sets in this post.

Option 3: use a required metadata column for each category.

Option 2: create 1 document library with 1 folder for each category.

Option 1: create 1 document library per category.

The 3 options we will consider while evaluating each factor are: Your decision will ultimately be based on your unique business requirements and these six factors: Examples of this could be project name, document type, etc.Īs most people familiar with SharePoint will tell you, all options will work at times however one may be better suited than the others in any given situation. “Category” in this post means any kind of high-level criteria or group you’re wanting to organize your documents by. This is an age-old conversation that has gone on thru the years in the SharePoint world.

The other day I was part of a conversation on the subject of storing a group of categorized documents in SharePoint. The gist of the question was around wanting to know if it was best to create multiple document libraries (1 for each category), create 1 document library with multiple category folders within it or use metadata rather than folders.