The current situation
We have several department and some of these departments work closely together. Currently we have separate sites for each department. Each site has approx. 8 Document libraries (meetings, procedures, policies etc.) . We have maintained consistency at this level as all sites(departments) have identical library names, folders within are tailored to departments specific needs.
Within each document library of department we have created folders that secure content to specific groups. Rather than give individual permissions to files we have created approx. 6 user groups per department. These groups can be assigned to different resources (folders) with either read or write access.
So in 4 departments we could have up to 24 (4 x 6) user groups with different assignments on resources.
Another problem is that cross departmental access is also required to some files, hence reducing the libraries should help. No tagging is in place currently.
Better System options
I don’t think it’s feasible to retain security without folders in our case, but willing to hear views on this. Therefore I can think of the 3 improvements I can make.
- Retain folders for security reasons only
- Implement tagging for search and tag based navigation
- Consider security as a way of dividing the documents and not content.
The problem is then I will have both folders and a tagging system, the tags will most likely be the name of the folder!
Any recommendation’s welcome.