Many companies have a hard time choosing whether to use folders or metadata for security and classification in SharePoint. Out-of-the-box neither folders nor metadata can achieve effective security and classification in relation to SharePoint Security.
Folders make it easy to apply permissions; however they are not secure and can make it difficult when trying to find documents. For example, if documents need to be classified under multiple categories, users are forced to duplicate documents in other folders. And there are no practical ways for handling duplicate documents.
On the other hand, using metadata makes it easy to classify and search for documents, but does not help with applying permissions or other security policies.
Companies are left confused and at risk because neither solution offers adequate security or efficiency.
Our latest white paper Folders vs. Metadata: 7 Questions to Assess Using Folders vs. Metadata for SharePoint Content Security looks at the top seven questions and struggles on this topic, and provides insight and solutions for more secure and effective document security. Here is a quick look at one of the most commonly asked questions:
Folders make it easy to set permissions. Typically SharePoint administrators do not allow users to change permissions directly on a file. Instead, administrators typically create folders for users to drop a document into, which then inherits the permissions set for that folder.
The real issue with folders, however, is that even if a user puts a document into the right folder initially, he or she will likely copy the document to other folders to collaborate with different users. SharePoint is not just a filing system; it is a platform for collaboration. Creating duplicate copies in multiple locations contributes to the common SharePoint problem of site proliferation. Solving it allows companies to gain the productivity benefits and competitive edge that SharePoint boasts.
The Solution
The solution is to use classification instead. Download the white paper to learn about the benefits of using classification over folder security to solve this problem and to read more about the other six commonly asked questions on folders vs. metadata for SharePoint security.
HiSoftware were Silver Exhibitors at ESPC 2013. For more SharePoint content check out our resource centre.
