Document Library Structure & Metadata Decision Toolkit

Take the Guesswork Out of SharePoint Library Planning

Stop creating inconsistent libraries that confuse users and waste time.
The Document Library Structure & Metadata Decision Toolkit gives you clear, actionable guidance for structuring SharePoint libraries — and deciding when to use folders, metadata, or both.

A practical toolkit for structuring SharePoint libraries with decision charts, metadata planning guides, and ready-to-use metadata for HR, Finance, Projects, and more. Build smarter, searchable, scalable SharePoint spaces with ease.

What's Inside

Metadata Decision Cart

A visual flowchart that helps you choose between folders, metadata, or hybrid structures — so your libraries stay logical and scalable.

Decision Table Reference Guide

Step-by-step recommendations on where and how to create metadata (Library Columns, Site Columns, or Term Store) and when to use each approach.

Ready-to-Use Metadata Examples

Pre-built examples for HR, Finance, Projects, and Marketing, so you can see how metadata works across real-world scenarios.

Common Column Templates

Lists of essential metadata columns to include across sites — from Document Type and Department to Topic and Project Status.

Governance Tips & Best Practices

Guidelines for planning, indexing, and maintaining libraries as your organisation scales.

Overview

If you’ve ever struggled to answer “Should we use folders or metadata?” — this toolkit gives you the clarity you need.

It walks you through how to plan, structure, and standardise your SharePoint document libraries using a simple visual decision framework.
You’ll learn when to use metadata columns, how to scale your design for growth, and how to keep libraries searchable and Copilot-ready.

This toolkit is designed for anyone responsible for setting up, cleaning up, or optimising SharePoint libraries — without the jargon or the endless trial-and-error.

Why It Works

This toolkit simplifies metadata planning — a task that’s often ignored until it’s too late.
You’ll go from disorganised, ad-hoc structures to clean, standardised libraries that scale effortlessly.

It’s built on 20 years of real-world SharePoint experience — used in organisations that needed clarity fast.

The frameworks inside have been tested across hundreds of libraries, ensuring your setup works from day one.

Who It's For

• SharePoint site owners and admins
• IT and records managers
• Project leads setting up new libraries
• Anyone building or restructuring SharePoint sites

If you’re planning to roll out new libraries or prepare your environment for Copilot, this toolkit gives you the roadmap.

Results You Can Expect

✅ Consistent, scalable SharePoint libraries
✅ Faster document retrieval with clear metadata structures
✅ Improved search, filters, and views
✅ Reduced duplication and user confusion
✅ A solid foundation for AI-ready content

What's Included

• 1 downloadable PDF
• Metadata decision chart and table
• Example metadata column lists
• Real-world scenarios and quick-reference guides