A well-structured document management system is essential for maintaining efficiency, collaboration, and compliance. Microsoft SharePoint is a powerful tool that enables organisations to store, manage, and retrieve documents effectively. However, without a strategic approach, SharePoint environments can quickly become cluttered and difficult to navigate.
Below, we outline best practices for organising documents in SharePoint, ensuring usability and productivity for your organisation.
1. Establish a Logical Folder Structure
A clear and intuitive folder structure is the foundation of effective document management. Rather than storing all files in a single library, create a structured hierarchy based on:
- Departments (e.g., HR, Finance, IT)
- Projects (e.g., Project Alpha, Project Beta)
- Document Types (e.g., Policies, Reports, Contracts)
- Clients or Vendors (for customer- or supplier-facing documentation)
A well-planned structure ensures consistency and minimises the time employees spend searching for documents.
2. Leverage Metadata for Greater Flexibility
While folders provide a basic level of organisation, relying on deep hierarchies can be inefficient. SharePoint’s metadata tagging allows documents to be categorised dynamically, improving searchability and workflow efficiency.
Key benefits of metadata include:
✔ Faster document retrieval with advanced filters and views
✔ Improved search functionality using custom tags
✔ Reduced reliance on rigid folder structures
By applying metadata such as document type, author, and project name, users can quickly locate files without navigating through complex folder paths.
3. Enable Version Control for Document Integrity
One of SharePoint’s standout features is version control, which eliminates the need for multiple file copies. Instead, a single document is maintained with a full history of edits.
Advantages of version control:
✔ Tracks changes and allows users to revert to previous versions
✔ Prevents duplication and reduces confusion
✔ Enhances collaboration by maintaining a single source of truth
Implementing version control ensures data accuracy, reduces document sprawl, and enhances compliance.
4. Utilise SharePoint Libraries Effectively
Create multiple document libraries to segment information effectively rather than placing all documents in one location. Each library can have customised permissions, metadata, and workflows to enhance usability. Examples of well-structured libraries include:
- Finance Library – Invoices, budgets, financial reports
- HR Library – Employee records, policies, onboarding materials
- Project Library – Plans, milestones, deliverables
This approach improves access control, streamlines searchability, and enhances security.
5. Implement Granular Permissions and Access Controls
Not all documents should be accessible to every employee. SharePoint’s permissions feature allows organisations to define access at multiple levels:
- Site Level – Restrict access to confidential areas
- Library Level – Ensure only authorised teams can edit or view specific libraries
- Folder & File Level – Grant or deny access to individual files as needed
By configuring permissions properly, organisations enhance security while maintaining efficient collaboration.
6. Optimise SharePoint Search for Easy Retrieval
SharePoint’s powerful search capabilities allow users to locate documents quickly using keywords, metadata, and filters. To improve search efficiency:
- Use consistent file naming conventions
- Apply relevant metadata tags
- Enable managed properties for advanced search refinement
These strategies significantly reduce the time spent searching for documents and enhance overall productivity.
7. Automate Workflows to Improve Efficiency
With Microsoft Power Automate, organisations can streamline document management by automating repetitive tasks. Examples of automation include:
✔ Notifications – Alert users when a document is updated
✔ Approval Workflows – Ensure documents go through a review process before publishing
✔ Archiving Rules – Automatically archive outdated files
By automating workflows, organisations reduce manual intervention, improve compliance, and enhance overall efficiency.
Optimise Your SharePoint Document Management Environment with Akita
An effective SharePoint document management strategy combines logical structuring, metadata tagging, version control, and automation to ensure efficiency and compliance. By implementing these best practices, organisations can transform SharePoint into a powerful collaboration tool that enhances productivity while maintaining security.
As a trusted IT partner, Akita helps organisations optimise SharePoint for maximum efficiency. Whether you need better document structuring, metadata implementation, or automation solutions, our team of experts can tailor SharePoint to your business needs.
Get in touch today to discover how we can enhance your SharePoint environment:
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