Have: SHAREPOINT 2016 & Designer 2013. Online OOTB solutions only pls. Not permitted: cloud servers/365. Hubs & creating several separate site collections isn't possible.

Question: Why create subsites when libraries can act as info silos with permissions adjusted accordingly? Yes, everything would be in the root site - but does that matter if there's metadata and libraries?

Right now, we have a huge issue with duplicated work, lack of standardization, miscommunication and difficulty in smaller locations getting info. Workflows are our main priority this year.

Currently, all subsites serve the exact same purpose: policy, templates, doc retention & doc signatures. There are no impressive webpart/app parts, our use is very basic and OOTB. All subsites are currently based on location (not by department..which doesn't make sense to me).

I have 2 major needs:

1. OOTB workflows: for document signature location-to-location & dept-to-dept.
2. Navigation: 2 views of the same data. Allowing our members to view documents based on location-specific content (6 locations) & department-specific content (HR, finance, etc.).

To me, the easiest thing would be to put all docs (everything) in a large container (single site), and tag with metadata. This would make views easier and allow for workflows..since OOTB workflows are not possible across sites.

Yes, a few libraries would need restricted permission (HR, Exec & finance).. but other than that we don't care if all members see any content they want...

Is there anything wrong with my approach/understanding? Is there an OOTB way of meeting my 2 needs that's better than the above?

Thanks in advance!

Using SharePoint 2016 & SharePoint Designer 2013. Online OOTB solutions only please.

Not permitted: cloud servers/365. Hubs & creating several separate site collections isn't possible.

Question: Why create sub-sites when libraries can act as info silos with permissions adjusted accordingly? Yes, everything would be in the root site - but does that matter if there's metadata and libraries?

Right now, we have a huge issue with duplicated work, lack of standardization, miscommunication and difficulty in smaller locations getting info. Workflows are our main priority this year.

Currently, all sub-sites serve the exact same purpose: policy, templates, doc retention & doc signatures. There are no impressive webpart/app parts, our use is very basic and OOTB. All sub-sites are currently based on location (not by department..which doesn't make sense to me).

I have 2 major needs:

1. OOTB workflows: for document signature location-to-location & dept-to-dept.
2. Navigation: 2 views of the same data. Allowing our members to view documents based on location-specific content (6 locations) & department-specific content (HR, finance, etc.).

To me, the easiest thing would be to put all docs (everything) in a large container (single site), and tag with metadata. This would make views easier and allow for workflows..since OOTB workflows are not possible across sites.

Yes, a few libraries would need restricted permission (HR, Exec & finance). But other than that we don't care if all members see any content they want.

Is there anything wrong with my approach/understanding? Is there an OOTB way of meeting my 2 needs that's better than the above?

Thanks in advance!