One of the common, yet ineffective, approaches to implementing SharePoint for documentis to duplicate the folder structure of network shared drives. Because the double-click, double-click, drilling-down maneuver is so well understood, it seems natural to recreate the hierarchical, multiple folder/subfolder structure that we had in our network shared drives. However, this is not the best way to deploy document libraries in SharePoint. By creating custom columns, we make it easy to locate documents quickly and in any arrangement that makes sense for a particular use.
In a folder structure we can only see that document either in its “natural habitat” (the subfolder) or in a search. In SharePoint, we could, for example, see a financial statement by effective year, business unit, statement type and any other phylum you choose to use. A rule for designing SharePoint sites and objects is it should take “three clicks or ...(register to read more)