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I am working on sharepoint online team site collection. and we are planning to add Keywords management for all our document libraries using Term Sets and Managed Metadata site columns.

Now my question is how i can arrange the term sets & their terms, in a way that can facilitate re-usability and maintainability for these terms. Currently i did the following, to create Parent & child relationship between the term sets :-

  1. I created a General term set, this term set contain shared terms among all the document libraries, as follow:-

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  1. then for each department (HR, Finance, Sale, etc) I created a term set for each specific department, for example the HR term set will be as follow:-

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Now i do not want to re-create the general terms inside the HR term set, instead i have Pin the General term set's terms inside the HR term set, the result will be as follow:-

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As a result of the above; Now if i want to add a new finance term set, i only need to create its specific term set and terms, then i can Pin the general term set inside it. Also when i add a new term inside the general term set, the modification will be automatically reflected inside the HR + finance and other departments... which is great...

second point, i chose Pin instead of Reuse, so that adding/removing terms inside the general term set will get reflected inside the departments term sets automatically + modifying the general term set's terms (such as deleting or renaming terms) can only be done from the general term set and not from the department term sets.

now since i am going to implement this across all our site collections, so can anyone advice if my above appraoch (creating multiple term sets + using Pin Term option) is valid and is a recommended approach? and if there is a better appraoch to manage my term sets and terms? Any advice will be highly appreciated.

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